Assistant / I&R Secretary
Limited-term position through 6/30/2024
Provides administrative support to the Vaccine Advocacy Team and Information & Referral Team. Duties include, but are not limited to, providing back-up coverage and I&R phone support to I&R team, opening, setting up and maintaining files, logs; preparing and sending out documents and correspondence; requesting records or information from outside entities; organizing case files that have been prepared for closure by putting them in proper ordering of required documentation and completing the closed file audit checklist for manager’s review; drafting and typing routine case and project notes.
Normal office environment with little discomfort or exposure due to unfavorable working conditions.
- Creates and maintains files, including case/project files, and information while assuring accuracy and completeness of information; forwards closed case/project files to supervisor for case review and audit.
- Enters client demographics, intake information and case notes into Agency database as needed; generates related reports.
- Prepares and mails documents and other communications as directed.
- Provides support to service team members. Duties include, but are not limited to, word processing forms/correspondence, preparing documents and reports, proofreading/copy editing prepared materials, ordering supplies, researching, scheduling and arranging meetings and venues for outreach and other program-related events, processing mail, and maintaining paper/electronic team records and files, and filing.
- Performs research, compiles, maintains, analyzes and reports on specific data related to team projects.
- Provides receptionist/I&R phone support and back-up coverage for information and referral team.
- Provides basic information and intake assistance to clients over the telephone and completes intake form. Refers individuals to advocates or others for service as appropriate.
- Provides information and assistance to clients and outside professionals over the phone as part of assisting advocates and following up on requests for records and information.
- Prepares materials for client mailing including correspondence, response cards, technical assistance materials and other documents as directed.
- Provides secretarial support to service team members. Duties include, but are not limited to, word processing forms/correspondence, preparing documents and reports, proofreading/copy editing prepared materials, ordering supplies, processing mail, and maintaining paper/electronic team records and files, and filing.
- Completes administrative requirements and necessary documentation required by the agency.
- Operates standard office and word processing equipment.
- Assists with special projects as directed.
- Attends staff meetings, training, and in-service programs in office, virtually or off-site as required.
- Performs other duties of support staff as assigned.
- High School diploma or equivalent and 3 years of progressively responsible administrative experience; or any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.
- Two to four years of related secretarial experience. Working knowledge of office practices and procedures.
- Demonstrated commitment to the civil rights of all people and the ability to work with individuals with a variety of disability characteristics and cultural backgrounds.
- Knowledge of multi-line phone system.
- Ability to maintain confidentiality.
- Interpersonal skills necessary to provide courteous and accurate information to staff, clients, and others. Demonstrated ability to clearly communicate to individuals with limited cognitive abilities and/or limited ability to speak English and appropriately respond to challenging situations is required.
- Written, typing and computer skills necessary for the creation and compilation of various documents, communications, and reports.
- Demonstrated ability to work with various computer software packages including Microsoft Office, Outlook E-mail, Internet Browsing, and database.
- Analytical ability and problem-solving skills necessary to conduct internet research and other searches to gather requested information for staff and clients.
- Demonstrated ability to provide support to multiple staff. The incumbent is also required to organize and prioritize assignments.
- Ability to work independently and as part of a team.
- Ability to handle pressures related to performing multiple tasks requiring concentration and attention to detail with frequent disruptions due to people and/or telephone calls. The incumbent is also required to handle pressures related to appropriately responding to challenging calls and individuals under duress.
- Physical ability to work at a desk for extended periods of time, properly operate required office equipment, and transport items weighing up to 25 pounds.
- Successfully complete a background check.
- COVID-19 vaccination must be current or documentation from a medical provider with reason(s) to request waiver must be provided.
$30,000 to $35,000
Deadline for Application
Friday, October 15, 2021
Prefer to send your information by e-mail or fax?
Interested applicants can send their resume and cover letter to:
Disability Rights Michigan
4095 Legacy Parkway
Lansing, MI 48911