Administrative Assistant

About the role

NextStep Care is a non-profit organization dedicated to providing high-quality care in our communities. We value our employees and strive to create a supportive work environment.

Responsibilities

• Performs administrative duties such as typing memos, correspondence, reports, and other documents as directed by supervisor.
• Sends, receives, and distributes faxes and emails as appropriate.
• Mails materials using various methods and services as directed.
• Runs local errands including trips to the post office and local businesses for the occasional purchase of supplies.
• Prints, distributes, and makes revisions to forms or other documents as directed.
• Affixes job applications which includes references checks, background checks, licensure/registration verification etc., as necessary.
• Affixes event planning including travel arrangements and reservations for staff as requested.
• Affixes the organization’s newsletter by compiling information and articles submitted by others.
• Creates and maintains monthly calendar, meeting agendas and action plans and distribute as directed by supervisor.
• Provides administrative support to the Vice President and Department Directors as directed by supervisor.
• Affixes administrative studies and/or projects as assigned.
• Orders supplies as needed. Includes but not limited to office supplies, toiletries, refreshments and community education supplies.
• Performs daily upkeep of office machines, including changing cartridges and stocking with paper and requests and coordinates repairs for office equipment as necessary.
• Provides reception service (information, beverages, and assistance) to visitors, sales representatives, etc.
• Courteously and professionally answers and redirects all incoming calls.
• Records management maintains filing system in an efficient and organized manner.
• Maintains and distributes staff contact information.
• Ensures timely notification of upcoming project and assignment due dates for Executive Director, Regional Directors and Department Directors.
• Records minutes of staff and other meetings as directed by supervisor.
• Complies with corporate compliance concerns appropriately.
• Reports work time and business expenses in accordance with organizational guidelines.
• Maintains work areas in an organized manner.
• Attends staff meetings, in-services seminars and workshops as directed by supervisor.
• May be required to assist with creation of PowerPoint or other presentations and/or documents for the Vice President of Operations and/or Department Directors.
• May be required as needed to travel to other offices within the organization to perform certain duties as outlined above.

Skills and Abilities

• Knowledge of personal computers and the ability to operate Microsoft applications to include Word, Excel, Power Point, Access and Outlook.
• Thorough knowledge, adherence and enforcement of current regulations, as well as NSC Operational guidelines and best practices as related to the operations of the SOURCE Program and NSC.
• Thorough knowledge, adherence and enforcement of NSC personnel guidelines.
• Maintains constructive working relationships by communicating and interacting effectively with supervisors, organizational leadership, peers and individuals inside and outside the Organization, in a positive, professional and respectful manner.
• Demonstrates good judgment and decision making.
• Manages multiple deadlines with demonstrated flexibility in working with changing priorities.
• Presents a positive image of the organization and communicates guiding principles, mission, vision and values.
• Completes work in a timely, accurate, efficient and thorough manner and is conscientious about assignments/responsibilities; ability to organize and prioritize responsibilities and assignments.
• Exceptional computer skills, good organizing and planning skills.
• Able to deliver excellent customer service, externally and internally.
• Able to react effectively and calmly in emergencies.
• Able to maintain customer confidentiality.
• Managing multiple deadlines with demonstrated flexibility in working with changing priorities.
• Able to react effectively and calmly in emergencies situations.

Qualifications

• High School Diploma or GED equivalent.

Physical Demands and Work Environment

The physical demands described here are a representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the associate is regularly required to stand, walk and sit for prolonged periods of time. The associate is also required to use hands to finger, handle or feel and reach with hands and arms. Specific vision abilities required, distance vision, and the ability to adjust focus. The associate may occasionally have to move or lift up to 25 lbs. The noise level in the work environment is consistent with a normal office environment.

Reasoning Ability

The associate must apply common sense understanding to carry out instructions furnished in written, oral, or diagram format. The associate must deal with problems involving several concrete variables in standardized situations.

Computer Operations

• MS Outlook
• MS Excel
• MS Word

EEO / M / F / D / V / Drug Free Workplace

NextStep Care is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.