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Data Entry / Clerical Assistant (Temporary)

Data Entry / Clerical Assistant (Temporary)

Easter Seals South FloridaMiami, FL, US
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Job Description

Job Description

Position Summary :

Provide comprehensive and strategic planning, development, administrative decision-making, and implementation of the Adult Day Service program according to the policies and procedures adopted by the Governing Board of Directors.

Duties and Responsibilities :

Responsibilities :

  • Enter data into computer databases for effective record keeping :
  • Record client’s attendance accurately in designated database.
  • Enter clients’ data into CADCare, CIRTS or spreadsheets as appropriate.
  • Follow software techniques and procedures to enter data in a timely manner.
  • Review, correct, change or delete entered information to ensure accuracy.
  • Confer with supervisor regarding incomplete or incorrect information.
  • Verify entered information by reviewing, correcting, deleting, or reentering data.
  • Maintain client’s confidentiality by keeping information secured and confidential.
  • Periodically generate reports from the various databases as requested or for internal monitoring.
  • Record and maintain accurate information on transportation utilization;

Issue transportation vouchers for eligible clients.

  • Record all STS transportation transactions accurately.
  • Collect and file monthly mileage from Miami drivers and Hialeah center.
  • Maintain Van’s gasoline and mileage records.
  • Complete transportation attendance reports as required.
  • Assist in the management of the Adult Care Food Program;

    • Collect adult care food program applications.

  • File point of service meals count.
  • Prepare weekly meal order based on weekly attendance.
  • Send weekly meal order to the caterer accurately and on a timely basis.
  • Review caterer’s meal invoices for accuracy comparing to the meal delivery slips
  • Check and compares meals’ delivery slips, orders, and invoices for accuracy and completeness.
  • Maintains accurate records of meals ordered, received, served and invoiced.
  • Assist with external and internal communication;

    • Answer, direct and make phone calls in a polite and helpful manner.

  • Check and distribute all internal correspondence.
  • Assist in preparing all external correspondence including labeling envelopes or documents.
  • Contact families of absent participants and maintain record of such phone calls.
  • Assist in organizing and coordinating support group meetings.
  • Record keeping

    • Sort, file and maintain alphabetical, numerical, and subject filing systems on clients’ files and other documents for program operation.

  • Organize new clients’ files and prepare new client’s intake packets.
  • Assist with file review.
  • Request Service Authorizations from the various insurance.
  • Maintain accurate and updated records of Service Authorizations.
  • Scan service authorizations.
  • Provide office support to social workers, nurses, activities director and management

    • Photocopy, scan and fax as needed

  • Maintain inventory of office supplies and prepare monthly orders.
  • Support and cover the reception desk as needed
  • Keep office area neat and tidy
  • Maintain a high level of confidentiality.
  • Any other task assigned by supervisor.

    • Education and Experience

  • High school diploma or GED with clerical experience.
  • knowledge of relevant software applications including MS Office
  • proficient in use of email and internet, accurate keyboard skills.
  • knowledge of office management systems and administrative procedures.

    • Skills

  • Time management skills and the ability to prioritize and organize work.
  • Data management with attention to detail and accuracy
  • Excellent communication skills - verbal and written
  • problem-solving, adaptability, team work and customer service orientation
  • Ensure the safety of all staff, volunteers, visitors and individuals receiving services at Easter Seals.

    • Act in compliance with Medical and Non-Medical Emergency Procedures.

  • Assist individuals in evacuating building during emergency situations to include but not limited to : fire drills and external disaster drills. Specific duties to be assigned by immediate supervisor.
  • Assume assigned responsibility for non-clinical duties during disaster and / or drills including but not limited to safety of files / office areas, closure of doors.
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    Temporary Assistant • Miami, FL, US