Administrative Assistant - Bancroft

About Bancroft:

For over 125 years, Bancroft has been making a difference in the lives of many. The organization is well known for helping people with disabilities achieve fulfilling lives while improving their function, activity and participation in society. Bancroft’s reputation for excellence is based on its commitment to providing a spectrum of individualized services, treating each person with respect and dignity, and providing services in an encouraging and supportive environment

Bancroft is currently seeking a full-time Administrative Assistant for our Day Program located in Burlington, NJ

Position Summary:

Coordinates office services such as purchasing, payroll, records control and other administrative activities.  Interprets operating policies; exercises independent judgment in the resolution of administrative problems.

Essential Responsibilities:

• Maintains close and highly responsive relationship to daily activities of Director and Program Managers/Team Leaders while receiving minimal supervision.
• Assumes delegated administrative and secretarial responsibilities for the program.
• Establishes and maintains effective communication to ensure compliance with policies and procedures.  Oversees check requests, cash advances, census, program and grocery money and admission and discharge from the program.
• Maintain and operates various office equipment (computer, copier, fax, typewriter, transcriber, etc.) and follow-up on maintenance, supplies or service requests as necessary.
• Establishes and maintains various file systems such as quarterly reports tracking, risk management data collection, incident report documentation, MS Health tracking, etc.
• Serves as a liaison between supervisory staff and direct care staff.  Serves as a source of information on policies and procedures.
• Oversees and distributes payroll checks.  May need to act as a timekeeper or backup timekeeper for Time Force System.
• Assists in coordinating and scheduling meetings, travel arrangements and special functions as needed.
• Distributes needed copies to supervisors and guardians such as IHP’s, 3-month review schedules, medical appointments, meeting minutes, LOS chart, updated map, etc.
• Responsible for monthly census, Internal Incident Reports, Unusual Incident Reports and DDD report for the program.
• Maintains maintenance log with completed copies of purchase orders and receipts that are processed and sent to the purchasing department.  Acts as a liaison between the maintenance department and the Program Managers/Team Leaders for maintenance issues in the residences.
• Continually enhances professional development by attending in-services, trainings, and seminars in Bancroft’s policies and procedures and leadership.
• Assists in the monitoring and updating of existing systems such as the picture boards, activity manual and boxes and the positive feedback board.  Assists in the development of new systems for reinforcing staff performance.
• Performs related duties, special assignments and projects as required.
• Remain current with required training certifications and adherence to mandatory requirements as an employee of the organization.
• Demonstrate individual-specific competencies to work with this population and provides age specific services and resources to persons served, their families, and staff.
• Maintain effective communication, both verbal and written, with colleagues, those served and their family members and/or guardians.
• Demonstrate core values of Teamwork, Compassion, and Independence in the performance of job responsibilities.
• Other work related duties as assigned.
• Takes dictation in shorthand or transcribes from dictating equipment or written material to required form.  Edits material to ensure correct spelling, punctuation, etc.  
• Answers telephones; screens calls, records messages, provides information, routes call to appropriate personnel, etc.  Places outgoing calls as necessary.
• Types and distributes correspondence, schedules, forms, reports, memos, etc., as assigned.  Edit material to ensure correct spelling, punctuation, grammar, etc.  Prepares information sheets and files and/or distributes appropriately. 
• Able to compose and type routine correspondence.  Edit material to ensure correct spelling, punctuation, etc.
• Maintains records and prepares reports for submission to funding agencies, accreditation agencies, parents, departments, etc., when required for completion of various reports..
• Establishes and maintains various file systems, directs flow of information to and from files.
• Sort and distribute departmental incoming mail on a daily basis.  Prepares outgoing mail via first class, certified, priority, etc.
• Answers telephones; screens calls, records messages, provides information, routes call to appropriate personnel, etc.  Places outgoing calls as necessary.
• Must be able to greet visitors, provide information and refer to the appropriate personnel.
• Contacts maintenance department to report unit/department maintenance and repair needs.
• Attends staff meetings to review administrative matters pertaining to the unit and may record minutes of departmental meetings.
• Projects a positive self-image of professionalism, appearance, confidentiality, courtesy, conduct, honesty, fairness, and personal integrity at all times.  
• Performs other related secretarial and clerical activities, as required.  Remains flexible and adaptable in work schedules and work assignments as defined by organizational and departmental needs. May assist and/or fill in for other secretarial/clerical staff with typing filing, answering phones, etc., as necessary.  
• Abides by the Bancroft Code of Ethics, Mission Statement, and Vision Statement in promoting ethical behavior, establishing relationships and providing guidance in decision-making situations.
• Remains current with required training certifications, meets state-regulated licensing and regulatory accreditations, and adheres to mandatory requirements.
• Maintains effective verbal and written communications with colleagues, those served, and their family members and/or guardians when applicable.
• Willingly and effectively cooperates with Bancroft, The Department of Human Services, The Division of Developmental Disabilities (DDD), and other licensing or state agency or local municipalities in any inspections and investigations, upon request.
• Maintains a safe and respectful environment, free of abuse, neglect, or exploitation; does not allow weapons, threats, bullying or intimidation.
• Reports any violations to the appropriate individual as soon as the incident occurs.
• Maintains levels of supervision as defined in behavior plans; e.g., Individual Program Plan (IPP), Individual Rehabilitation Plan (IRP), Individual Education Plan (IEP), Individual Service Plan (ISP), etc., when applicable.
• Demonstrates Bancroft’s core values (Compassion, Accountability, Respect, Empowerment, Safety) in the performance of position responsibilities.

Education & Experience: 

High School diploma or equivalent required.  Three (3) to five (5) years experience in a related field.  Minimum 18 years of age required.  Five (5) years experience working in programs for people with developmental disabilities and/or brain injury.  

Special Skills:

A standard of excellence that demonstrates an overall concern for quality work, communications and commitment to doing what is best for the organization.  Requirements include strong writing ability (in terms of clarity, accuracy and proper use of grammar), interpersonal skills, ability to work with a diverse group of people and teamwork abilities.  Knowledge of accreditation and licensing requirements would also be helpful.  Knowledge of Microsoft Office software, particularly Word, Excel and Access. 

Bancroft stands strong against racism and hate of all kinds and supports actions leading to respect, equality, fairness and peace. We advocate for and embrace an inclusive and just world. One world. For everyone. We work with heart, respect and collaboration. We are communicators, listeners, problem solvers, partners and collaborators. Bring your authentic self to our team.  

Bancroft is an Equal Opportunity Employer, and supports diversity, equity and inclusion in its hiring and employment practices, so that every team member can feel a true sense of belonging, and maximize their unique potential.  To this end, all applicants will receive consideration for employment without regard to age, race, color, religion, sex, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, veteran status or any other characteristic protected by law.