Team Administrative Assistant

The ACCS Administrative Assistant provides administrative and clerical support by implementing clerical and administrative systems to support team members in maintaining productivity. Additionally, the Administrative Assistant maintains service, billing, utilization and program administrative protocols and serves as first point of contact for visitors, answers and directs calls to the appropriate party and provides other administrative support as needed.

Job Duties and Responsibilities:

• Welcome visitors and direct them to proper staff person.
• Answer telephones and direct calls to proper party. Assist with and check phone messages. Maintain phone listings.
• Direct questions to correct staff.
• Assist with setting up rooms for staff trainings.
• Maintain the fax and postage machine. Distribute faxes and mail to mailboxes. Ensure appropriate postage on outgoing mail. Maintain and update mailboxes, as needed. Send regular and express mail packages.
• Order and maintain supplies such as envelopes, mailing materials, and stationary.
• Schedule use of conference room(s).
• Prepare forms for submission to Vinfen, i.e. Accounts Payable vouchers, cab vouchers, Charges for Services and Supports notifications, purchasing requests, PS money logs, etc.
• Log all checks.
• Audit money logs monthly. Update contingency loan payment information daily.
• Process service delivery documentation by ACCS staff. Complete monthly billing through EIM for ACCS PS as directed by Team Leader.
• Collect team appointments/schedules; prepare standard reports such as Staff Productivity Report, as directed by Team Leader.
• Attend Staff Meetings, take minutes.
• Create enrollment/rollover packets for PS and register new PS into clinical record keeping systems as needed. Log Events and Performance Measure information as directed by Team Leader.
• Promote engagement, housing permanency, community tenure, achievement of greater self-sufficiency and successful completion of service for all PS.
• Promote healthcare, employment and education services access for PS.
• Perform other administrative support tasks such as typing correspondence, preparing spreadsheets, recording meeting minutes, and preparing record pick up from Iron Mountain.
• May perform Rep-Payee duties as assigned by Team Leader.
• Perform other related duties, as assigned.

Established in 1977, Vinfen is a nonprofit, health and human services organization and a leading provider of community-based services to individuals with mental health conditions, intellectual and developmental disabilities, brain injuries, and behavioral health challenges. Our services and advocacy promote the recovery, resiliency, habilitation, and self-determination of the people we serve. Vinfen's 3,500 dedicated employees are experienced, highly-trained professionals who provide a full range of supportive living, health, educational, and clinical services in over 550 sites throughout Massachusetts and Connecticut. For more information about Vinfen, please visit www.vinfen.org/careers.

My Job. My Community. My Vinfen.

Vinfen is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status.

Typical Requirements:
• A high school diploma or equivalent is required. 
• One to three years experience in an administrative support function is strongly preferred.
• Bilingual/bicultural applicants and applicants with lived experience of psychiatric conditions are encouraged to apply

Driving Requirements:
May be called on to drive for Vinfen using either a Vinfen van or personal vehicle. A valid driver’s license 
must be presented at the time of employment. Incumbents must be at least 21 years of age, have 
maintained a valid US driver’s license for at least one year, and must be able to pass a driver’s screening 
background check. If driving, must maintain a safe driving record, which is subject to annual checks. If 
using a personal vehicle, you must possess and maintain adequate insurance as well as maintain a safe 
driving record which is subject to annual checks. 

Physical Effort:
Ability to stand, walk, bend, kneel, stoop, crouch, crawl, climb as this is a very physically active position. 
Must be able to lift at least 25 pounds using proper lifting techniques or the use of a two-person lift. 
Ability to operate a computer and other office equipment such as a calculator, copier, and printer. Ability
to sit, reach, climb stairs, and maneuver through narrow spaces or hallways. Ability to assist PS with tasks
of daily living. Ability to remain in a stationary position 50% of the time as needed. Ability to bend, reach, 
file, sit, stand, and move around the facility. Ability to speak, hear, and communicate with PS, staff, and
external representatives. Specific vision abilities required by this job include close vision, distance vision,
color vision, peripheral vision, depth perception, and ability to adjust focus.
For positions in day programs or group residences, the ability to assist in routine living activities including
cleaning, meal preparation, vacuuming, shoveling, and grocery shopping