Bay Area Youth Services of Florida

Position:    Secretary

Salary:  To Be Announced

Minimum Qualifications: 

• High School Diploma or G.E.D.
• Minimum of two years computer experience using Windows 98 and/or  XP, and Microsoft Office, with expertise in data processing.   
• Typing skills of at least 35 words per minute.
• Proven clerical experience, particularly in office procedures and filing.
• Experienced in operation of multi-line phone system.
• Proficiency in formal and informal letter writing, including proper business grammar.
• Ability to multi-task.

 Job Responsibilities 

General 

1. Adhere to all policies listed in BAYS Employee Handbook, with emphasis on attendance, punctuality and professionalism.
2. Accept directives from personnel at a supervisory level or higher.
3. Adhere to all HIPAA rules and regulations.
4. Complete special projects when required.
5. Acquire approval from Immediate Supervisor for leave requests, annual reviews, and monthly individual conferences.

Position Specific

1. Answer the telephone in a proper business manner, and transfers callers to the voice mail system.            
   1. Coordinate with other secretarial staff (if applicable).
2. Serve as backup to other secretarial staff (when applicable).
3. Greet visitors.
   1. Receive paperwork or correspondence from youth.
   2. Inform Case Managers of youth visits. 
4. Maintain a referral database on all cases.  
   • Enter information on new referrals.
   • Update database on all cases.This database consists of active and closed cases.
   • Input termination information on all closed cases.
5. Prepare new case files.  
   • Create Face Sheets and labels for all new files.
   • Copies of entrance packets must be kept up to date and always available for Case Managers.   
   • Assist in file assembly for new cases.
6. Prepare forms, reports, and letters
   • Print forms and letters as required by Case Managers.
   • Mail, fax, or distribute correspondence as needed.
   1. Type and email “Class B Incident Reports” to the Inspector General’s Office.
   2. Upon receiving returned email from the Inspector General’s Office, email the Incident Reports to: BAYS Executive Director.
   3. Make copies for BAYS Program Operations Manager and the respective Case Manager.
   4. Type “Class A Incident Reports” and email or fax to appropriate parties listed above. 
7. Close cases.
   • Prepare closing summaries (derived from Case Manager). 
   • Copy file.
   • Send summaries to Clerk of the Circuit and copy of file to the appropriate JPO.
   • Secure all paperwork in file.
   • File in proper file cabinet.
8. Transfer closed case files to storage boxes annually.
   1. Label boxes for easy reference.
9. Serve as office contact for copy machines.
   1. Report meter readings to service contractors on periodic basis.
   2. Fax copy of report to Administrative Services Unit
   3. Order toner as needed.
10. Complete reports as required.
    • Monthly Invoice – Complete the Monthly Invoice Report and submit to the Support Services Manager.   
    • Quarterly Report – Update and send to the Support Services Manager.
11. Attend all monthly program staff meetings.
    • Take meeting minutes.
    • Provide typed minutes to Programs Operation Manager.
    • Maintain a binder of meeting notes.