Job Description
Job DescriptionWe are seeking an organized and detail-oriented Administrative Support Assistant to provide administrative and operational support to counselors. The role involves maintaining electronic records, preparing documents, updating case management information, coordinating follow-ups, and assisting with daily administrative tasks using the MassAbility case management system.
Key Responsibilities
- Assist counselors with administrative tasks in the MassAbility case management system, including preparing documents and letters, determining financial needs, initiating purchase orders and contract orders, recording case notes, and uploading or locating documents.
- Complete forms and correspondence using information from the case management system, including tuition waiver letters, referral forms, MBTA TAP letters, and other related documentation.
- Review case management reports, including last case notes, MSGs, and time and status reports, and organize relevant information for counselors.
- Follow up with schools, vendors, and service providers to obtain required documentation.
- Maintain and organize Excel spreadsheets containing information for counselor review.
- Retrieve and manage information from the V Drive, including internal procedures, policies, and reference materials.
- Organize and maintain electronic case files in the MassAbility system to ensure accurate records and easy accessibility.
- Provide visual assistance by reading and explaining information displayed on computer screens when needed.
- Perform additional administrative support duties as assigned.
Required Skills & Qualifications
- Positive attitude and willingness to assist counselors and team members.
- Strong organizational skills and ability to manage tasks independently.
- Ability to work independently and follow verbal and written instructions.
- Good communication skills and ability to read and explain information displayed on a computer screen.
- Ability to learn and navigate the MassAbility case management system.
- Proficiency in Microsoft Windows, Word, Excel, and Outlook.
- Familiarity with online meeting platforms such as Zoom and Microsoft Teams.
- Strong attention to detail and ability to manage electronic records and documentation accurately.
Preferred Candidate Profile
The ideal candidate is dependable, organized, detail-oriented, and comfortable handling administrative tasks, data entry, document preparation, and electronic file management in a team-oriented environment.