Unit Clerk

Position Summary:

Person in this position will be responsible for the clerical and data aspects of the program including monitoring phones, completing verifications, coordinating transports and other duties as required. Essential Job Functions include those listed below.

Essential Job Functions:

• General clerical support to the program, i.e., scheduling appointments, correspondence, handling incoming/outgoing phone contacts, performing data entry, typing reports and head count sheets, filing and other related duties;
• Coordination and preparation of designated programmatic meetings including meeting announcements, agenda, meeting material and recording/transcription of minutes of meetings;
• Provide clerical support to staff as requested;
• Provide clerical functions as necessary to maintain the quality of WestCare’s policies and procedures manuals;
• Maintain filing system for administrative files and any other relevant files;
• Review and distribute, when appropriate, all incoming mail addressed to the clients, program and administrative staff;
• Review and distribute, when appropriate, all incoming mail print jobs and faxes addressed to the program and staff;
• Make necessary follow up contacts and  with consumers in the program;
• Participate in daily shift exchange including documenting in facility log at the end of shifts and thoroughly reviewing log at the start of shifts;
• Maintain various inventory; i.e. food supplies, linen, office supplies, bus passes etc. according to pre-established par levels and schedules, distribute emergency supplies as needed.
• Embrace and embody the mission, vision, guiding principles, clinical vision and goals of WestCare Foundation; and
• Perform all other duties as assigned.

Essential Qualifications:

Certifications/Licenses:

• Not applicable for this position.

Education:

• High School Diploma or equivalent is required.

Experience and Competencies:

• Two (2) experience in a secretarial or administrative assistant  position, preferably in a social service setting;
• Excellent communication skills including superior writing skills;
• Attention to detail;
• Superior organizational skills;
• Strong computer skills, to encompass all Microsoft Office applications;
• Must be able to type a minimum of 40 WMP
• Ability to exercise good judgment and discretion;
• Ability to work well in a team environment;
• Adherence to the highest standard of ethical conduct, especially to standards governing confidentiality;

• Professional appearance and demeanor;
• Must be culturally/linguistically sensitive to populations served;
• Ability to obtain and maintain background clearance
• Ability to obtain and maintain clearance from LEIE, MSIL, and EPLS;
• Valid driver’s license and ability to obtain and maintain WestCare’s vehicle insurance is required; and
• CPR Certification, First Aid Certification and an annual Tuberculosis test.

Working Conditions:

• Work is primarily performed in an office or in a residential/outpatient treatment setting; and
• Some outdoor activities may be required.
• UA testing of clients is required;
• Must be able to de-escalate situations in the program;

Essential Physical and Mental Demands of the Job

The employee must be able to perform the following essential duties and activities with or without accommodation:

Physical Demands:

• Requires mobility and physical activity: Having an adequate range of body motion and mobility to work in an office, residential, or outdoor environment including standing and walking (even and uneven surfaces), sitting for extended periods of time, bending, twisting, reaching, balancing, occasional lifting and carrying of up to 10 pounds.  Use of computer and telephone systems is required which includes coordination of eye and hand, and fine manipulation by the hands (typing, writing, and working with files). 

Requires the ability to defend oneself and clients in physically abusive situations through the use of approved physical de-escalation techniques.

• Requires talking: Expressing or exchanging ideas by means of the spoken word.  Talking is required to impart oral information to employees, clients, patients, and the public, and in those activities in which the employee is required to convey detailed or important spoken instructions to others accurately, loudly, or quickly.
• Requires hearing: Hearing is required to receive and communicate detailed information through oral communication.
• Requires seeing: Clarity of vision at 20 inches or less and at distance. This factor is required to complete paperwork for many of the employee’s essential job functions and to observe client behavior and activities in and out of the facility.

• The normal work routine involves no exposure to human blood, body fluids or tissues.  However, exposure or potential exposure may be required as a condition of employment. Appropriate personal protective equipment will be readily available to every employee.

Mental Demands:

• Requires the ability to collect and analyze complex numerical and written data and verbal information to reach logical conclusions.
• Requires the ability to work and cooperate with clients, co-workers, managers, the public and employees at all levels in order to exchange ideas, information, instructions and opinions. 
• Requires the ability to work under stress and in emotionally charged settings.
• The ability to defend oneself and clients in mentally/verbally abusive situations through the use of approved mental/verbal de-escalation techniques.