Administrative Assistant

Job Description:

Essential Job Functions:

• Demonstrates sensitivity and responsibility to management needs.

• Attends all mandatory meetings. Takes and maintains meeting minutes.

• Maintains and updates resource materials for service line staff.

• Completes general office duties, including mailing, filing, typing, and organizing, as needed.

• Answers telephone calls, relays messages, and communicates effectively with colleagues.

• Gathers, organizes, and summarizes information requested by supervisor, faculty, or staff to provide accurate data for meetings or conferences.

• Trains colleagues on the use of common office equipment.

• Manages meeting calendar(s).

• Selects and arranges meeting facilities, equipment, and meals for conferences and meetings.

• Greets and provides assistance to office visitors in a helpful manner.

• Treats all clients, families, colleagues, and stakeholders with respect and dignity.

• Acts as receptionist or back-up receptionist according to local schedule.

• Complies with HIPAA and confidentiality requirements.

• Maintains up-to-date lists of phone numbers, addresses, and colleagues.

• Assists with administrative record keeping. Enters data and completes required documentation.

• Distributes mail, messages, and correspondence to personnel.

• Orders office supplies and oversees equipment maintenance.

• Assists with general office upkeep and cleaning.

• Manages office/facility bills and invoices and maintains records, if applicable.

• Posts transactions to accounting records and Client Tracking database, if applicable.

• Ensures program service authorizations are current and properly filed, if applicable.

• Researches, prepares and enters invoices and issues maintenance/transportation checks, if applicable.

Knowledge, Skills, and Abilities:

• Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals.

• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.

• Ability to communicate effectively before groups of residents, employees of the organization, family members and other contacts in the community.

• The individual should possess strong customer service skills, have skilled computer knowledge (Word, Excel, internet platforms, other electronic media) and be able to communicate effectively and accurately in verbal and written form.

• Ability to apply logic and understanding to carry out instructions furnished in written, oral or diagram form.

• Ability to deal with problems involving several concrete variables in standardized situations.

Experience and Education Qualifications:

• A high school diploma or equivalent certificate is required;

• An associate's or bachelor's degree in an applicable field such as human resources or social services from an accredited institution is preferred.

• One to three years of experience providing clerical/administrative support or other

• applicable experience is preferred.

• Advanced skills in computing, including the use of databases, web browsers, email

• interfaces, and MS Office products is highly desirable.

Supervisory Requirements:

• None

Employment Requirements:

• Successful completion of background check including criminal record, driving record and abuse/neglect.

• Completion of New Hire Orientation at the beginning of employment.

• All training requirements including Relias Learning at the beginning of employment

• and annually thereafter.

• Must have current or be willing to obtain certification in CPR/First Aid.

• Current driver's license with an acceptable driving record and current auto insurance are required.

Physical Requirements:

ADA Consideration - Sedentary work:

• Exerting up to 10 pounds of force occasionally (exists up the 1/3 of the time) and/or a negligible amount of force frequently (exists 1/3 to 2/3 of the time) to lift, carry, push, or pull, or otherwise move objects, including the human body.

• Sedentary work involves sitting most of the time, but may involve walking or standing for brief periods of time.

Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

We are an Equal Opportunity and Affirmative Action Employer, and encourage applications from all qualified individuals without regard to race, color, religion, sex, gender identity, gender expression, sexual orientation, national origin, age, marital status, disability or veteran status, or to other non-work related factors.

Supported Living and Employment Services is a Smoke and Tobacco Free Workplace.