Program Administrative Assistant - Non Profit Social Services

About Alpert Jewish Family Service (Alpert JFS)

While Alpert JFS is grounded in compassion and guided by Jewish values, our employees come from diverse faith backgrounds and are invested in the agency’s mission to strengthen our entire community by empowering individuals and families through the delivery of comprehensive human services.

Since 1974, Alpert JFS, a 501(c)(3) not-for-profit organization, has strengthened and enriched the lives of men, women, and children of all ages. We do this through a continuum of focused programs addressing the well-being of children and families of all ages, the independence and well-being of older adults, and the optimal quality of life for individuals with special needs. 

Alpert JFS is looking for detail oriented Administrative Assistant with basic bookkeeping knowledge to support our Guardianship Program and Care Management Departments. As the bookkeeper this position will identify, marshal, and manage assets of Guardianship wards.

Administrative Assistant Essential Responsibilities:

• Provide administrative support to Director of Guardianship and Care Management and the team with administrative functions in the department. 
• Process monthly physician statement letters requesting appropriate documentation from physician for assigned Ward including but not limited: pulling data from Electronic Records System, possible mail merge, mailing and or faxing and appropriate follow up by expected due dates.
• Take attendance and minutes of regular Care Management meetings and save electronically.
• Enter Explanation of Benefit data in excel on an ongoing basis and print on an annual basis for care plan
• Maintain files in Electronic Health Records and One Drive.
• When requested by Care Manager, make doctor appointments, arrange transpiration and follow up on other services when needed for respective clients.
• Send monthly reminders and follow up to Care Managers to turn in Service Plans.
• Assist with pre-need arrangements when requested. 
• Assist Director with the day-to-day operations of the Care Management Department.
• Copying, scanning, filing, uploading, and general office duties.
• Data entry of client (and other) information, timely and accurately.
• Create correspondence, compile statistical information, record meeting minutes and maintain general financial data.
• Prepare reports and spreadsheets to assist the Director and others in the department as needed.
• Deliver items to clients when needed/requested. 
• Ensure that all program information and correspondence is handled in accordance with company confidentiality standards.
• Maintain paper and electronic filing systems. 
• Responsible for updating database systems including but not limited to opening and closing client files in the required time frame.
• Coordinate purchasing and tracking of office supplies, reserving rooms and distributing mail, etc. 
• Provide excellent customer service to callers, providing information, taking messages and/or directing inquiries to the appropriate person. 
• Ability to work collaboratively with other agency personnel and outside agency professionals.

Bookkeeper Essential Responsibilities:

• Identify and locate ward assets which may include going to ward's home, conduct an inventory, remove documents according to written procedures, marshal assets under guardianship control, travel to and communicate with financial institutions and government offices. 
• Manage assets by investment according to asset committee’s direction, review ward’s bills for appropriateness of payment, submit bills to guardianship case management team, upon approval, issue checks to be submitted to management for signatures, mail out payments to vendors.
• Prepare and forward financial reports to guardianship attorneys for court submission and to administrative team for review on a quarterly basis.
• Prepare and computer time-activity billing data.
• Provide back up to Sr. Bookkeeper/Administrative Assistant with the Pooled Trust.
• Respond to phone calls, bill payments and other inquiries when needed.
• Attend weekly Guardianship meetings. 
• Process intake when needed.
• Go to bank on a regular basis. 

• High school diploma.
• Minimum 2-3 years’ experience with accounting and bookkeeping preferred. 
• Proficient in Microsoft Office and ability to learn new systems quickly, Electronic Records Systems experience helpful.
• Excellent written and oral communication skills.
• Strong organizational skills, detail oriented and good follow through skills required.
• Legal experience helpful.
• Insurance experience helpful.
• Tax experience helpful.

We offer a hybrid working environment, competitive salary, medical, paid vacation and sick time, paid holidays (Federal and Jewish holidays), Public Service Loan Forgiveness, 403b Retirement, EAP

Alpert JFS provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. Drug Free Workplace