Assistant / I&R Secretary

Lansing

Position Overview

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.

WORKING ENVIRONMENT:
Normal office environment with little discomfort or exposure due to unfavorable working conditions.

Responsibilities

  • 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.

Job Qualifications

  • 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.

Salary Range

$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:

Camilia Limas
Disability Rights Michigan
4095 Legacy Parkway
Lansing, MI 48911
517.487.0827 (FAX)
climas@drmich.org

Apply Here

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