Estimated Length: 2 months 8 hrs per day

Requirements

2 Administrative Assistants: Bureau of Early Intervention-

Administrative Assistants #1  - Main Office  

Duties:

• Answering and routing phone calls that come in from parents, providers, counties and other state offices.
• Tracking of Executive Correspondence, travel, contracts and various other documentation coming into and out of the Bureau of Early Intervention
• Calendaring-Scheduling of meetings and finding conference rooms to conduct the meetings.
• Updating the data base for the hearing test of newborns in the Children Health Information Interrogation (CHI2) system.
• Distribution of daily mail.
• Assist the Provider Approval Unit with review of State Central Register applications.
• Enter Federal Office of Special Education forms in database and validate information for accuracy. 
• Photocopying, shredding and other office related duties.

Skills required:

• Ability to perform clerical functions such as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings.
• Knowledge of office administration and management
• Excellent communication skills
• Ability to answer, screen and triage telephone calls from parents, providers, county representatives, vendors, stakeholders, and State Executives.

Additional skills preferred:

• Experience working in data systems
• Experience with tracking systems

Administrative Assistant #2- Provider and Due Process Unit-

Duties:

• Answering telephones in a professional manner, including ability to decide how to triage calls
• Regularly check phone messages and transferring them to the appropriate staff.
• Sorting and distributing mail
• Checking and maintaining various databases for Provider applications
• Correcting, finalizing and sending letters
• Performing accurate data entry into various databases
• Checking Unit e-mail log and respond to or distribute e-mails accurately
• Scanning and indexing documents into File Net system

Skills required:

• Ability to work independently with minimal supervision
• Excellent organizational skills and ability to prioritize assignments.
• Check work for accuracy.
• Flexibility in accepting changing work assignments and processes.
• Good oral communication skills

Additional skills preferred:

• Experience working in data systems
• Experience with tracking systems

1 - Administrative Assistant:  Office of Medical Director-

Duties Include:

• Maintain/coordinate the Medical Director and Associate Medical Director’s schedules (in addition to other staff as needed) through Microsoft Outlook;
• Answer and screen telephone calls and refer to appropriate staff;
• Coordinate phone/office coverage with other support staff;
• Review/distribute incoming mail;
• Review outgoing correspondence;
• Prepare Office of the Medical Director reports/documents/letters/forms in final format as required;
• Utilize Microsoft Office (Word, Excel, Access, Power Point) and specialized software packages to create and revise documents in a timely manner;
• Schedule off/on site meetings by:
  • Coordinating meeting space/equipment/etc.
  • Creating WebEx meetings and conference calls,
  • Preparing and adding meeting attachments in Outlook,
  • Coordinating registration/confirmations,
  • Completing post meeting documents, including meeting minutes;

• Make travel arrangements, prepare pre-travel approvals and expense records for submission;

• Maintain paper and electronic document storage files;
• Utilize SharePoint;
• Produce, track, and independently follow-up on documents for signature using the CCH Tracking System;
• Manage multiple priorities/tasks and meet deadlines in a timely fashion;
• Other duties as assigned.

Skills required:

• Excellent organizational, communication and interpersonal skills.
• Proficiency with various software packages including Microsoft Outlook, Word, Excel, Access and Power Point.
• Ability to handle a high volume of work in a fast-paced office environment.
• Experience prioritizing tasks; ability to work independently, under pressure to meet deadlines.

• Ability to work independently with minimal supervision.

Additional skills preferred:

• Experience working in data systems
• Experience with tracking systems

1 Administrative Assistant:  Bureau of Administration (BOA)-

Duties:

• Provide high-level administrative, secretarial and clerical support to the BOA
• Answer the main BOA phone line, answering questions and triaging calls when appropriate
• Schedule meetings, conference calls and webinars for BOA staff
• Open, sort, track and distribute all incoming and outgoing mail for the bureau
• Develop, maintain and organize electronic and hard copy files and filing systems
• Draft, format and proofread electronic and hardcopy documents and outgoing correspondence for proper grammar, punctuation, spelling and accuracy utilizing Microsoft Office (Word, Excel, Access, Power Point) and specialized software packages
• Perform data entry into the Statewide Financial System (SFS) or any other existing tracking or recording system used in the Division of Family Health
• Checking and maintaining various databases
• Provide backup support and coverage to other secretarial and clerical support staff in the Division of Family Health
• Perform other related duties as assigned

Skills required:

• Ability to prioritize work.
• Ability to work independently with minimal supervision
• Ability to handle a high volume of work in a fast-paced office environment
• Professional telephone etiquette 
• Good written and verbal communication skills.
• Good organizational skills
• Knowledge of office administration and management

Additional skills preferred:

• Flexibility in accepting changing work assignments and processes.

• Experience working in data systems
• Experience with tracking systems

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