This position is responsible for performing all standard office administrative duties as
assigned by Taylor Special Care Services, Inc., Administration and supervisor. The
Administrative Assistant is a part-time position. As with all staff positions, this position is
“at will” and may be terminated or reassigned without cause or justification. This position
reports to the Office Manager and the Administration.
The Administrative Assistant assumes administrative responsibilities for services that are
under Taylor Special Care Services, Inc (TSCS). These activities shall be implemented
within a very strict, regulatory environment and the Administrative Assistant is required to
adhere to all applicable federal, state and local regulations, as well as licensing,
certification and contractual requirements. The requirements listed below are
representative to the knowledge, skill and/or ability required. Reasonable
accommodations may be made to enable individuals with disabilities to perform the
essential functions.
All employees of Taylor Special Care Services, Inc., are required to conduct themselves
in a professional manner at all times and comply with the standards set forth in the
Employee Handbook. All employees are required to support the mission of Taylor
Special Care Services, Inc., in all activities and act as ambassadors.
- Assist the administrative team in any way possible to assure smooth administrative functions.
- Work cooperatively in a team environment.
- Review the client progress logs for accuracy and compare to personal care logs in order for the organization to process valid claims for services rendered. Point person to conduct ongoing review of progress notes and other logs to determine whether dates of services provided coincide with billed episodes of care, determine that the bills accurately reflect the services that were provided and identify necessary corrective action. Determining billing statements match service information in the records of the persons served is a proactive method for the organization to help reduce or eliminate costly audit exceptions. This review and corresponding corrective action will assist in that process.
- Handle all clerical and phone activities for corporate and as assigned. Screen all incoming phone calls and take messages as necessary.
- Greet visitors and attending their needs while present.
- Schedule interviews and screen job applicants as necessary. Print or make copies of relevant documents such as, new hire packets, handbooks, driver’s licenses, SS cards, training records, etc.
- Sort and distribute departmental mail and messages on a daily basis.
- Maintain proper filing and database information. Responsible for reviewing packing, labeling and archiving records as required by law.
- Maintain record of discharge dates for persons served and send out follow up satisfaction surveys as assigned.
- Maintain inventory of supplies. Pull supplies for program/homes and update supply distribution tracker. Order office and other supplies as necessary.
- Schedule meetings, prepare new hire packets and send out business letters, etc.
- Record maintenance: 7-year old charts – send out notice, prepare charts for pickup or destroy charts per company policy.
- Organize and maintain the master file list, the resource library, the file room(s) and storage room(s).
- Track reports such as: incident reports, managers’ activity logs and weekly recaps, transportation and staff schedules, cleaning/office supplies, gas cards and receipts, etc.
- Update various reports such as the staff training face sheets, resident face sheets,
- Input the data and print reports for meetings, etc.
- Take meeting minutes when necessary.
- Distribute paychecks as necessary.
- Follow up with employees as necessary.
- Other miscellaneous tasks: general clerical, post flyers (for persons served & staff), schedule luncheon (when necessary), support staff coverage (when necessary), assist with (medical) records request and prepare packets for training as necessary.
- Perform job functions while maintaining confidentiality.
Other Duties
All other duties as assigned by the Taylor Special Care Services, Inc., and duties that
contribute to the advancement of Taylor Special Care Services as a premier provider of
services for people with mental illness and other special needs. The Administrative
Assistant performs job duties and responsibilities in accordance with applicable Safety
and Health policies and procedures.
