IN-FSSA Clerical Assistant (2 positions)

Clerical AssistantLocation: Gary, South Bend, Ft. Wayne, Indianapolis, Evansville, or Clarksville in INWork Arrangement: HybridPay rate: $18-20/hr on W2The Clerical Assistant is often the first person in the office with whom an individual visiting or calling has contact. The position also ensures that the office is running smoothly and efficiently by completing such duties as: maintaining supply inventory, answering telephones and greeting guests, scheduling assessments, maintaining records of consumer assessments, filing, faxing, and ensuring the timely submission of attendance forms and mileage vouchers.Telephone and reception:Provide assistance to walk-in clients and provide general information and access to new applications and other requested documentation as needed.Operate the central telephone systemAnswer calls and direct to the appropriate personManage the voicemail system during the day and set up the after-hours systemGreet and direct guests in the officeAnswer callers' basic questionsAssist callers with the use of the online BDDS Waiting List portalOffice equipment:Operate all office equipment (copier, printer, fax, computer, postage machine, etc.)Daily maintenance of machines (refill paper, change toner, etc.)Troubleshoot minor problems or arrange for repairs when neededMaintain the official office equipment inventoryAppeals coordination:Gather documents for BDS appeal hearingsNavigate BDS databases to locate needed documents.Respond to requests for documentation promptly.Mail:Mail application packets to consumers/families within one business day of receiving client information.Open, date stamp, and distribute incoming mailProcess postage and deliver outgoing mail to the mailboxHandle special delivery requirements such as certified, overnight etcAdministrative activities:Assist with general office tasks including ensuring new staff are able to access electronic calendars, scanners, copiers, and faxes as well as assisting with setting up voicemail and mailboxes.Perform administrative tasks as otherwise assigned on an as-needed basisProcess all new incoming applications, document on the application tracking log, and ensure proper filing and uploading of all incoming documentation within one day of receiving the application.Document all intakes on the intake tracking log, process and upload files accordingly into the online database, and file records per record retention policies.

Secretary will also enter new applications into DART per each individual's file.Files:Complete filing regularlyPurge files as neededArchive files according to the established process