Administrative Assistant

This Administrative Assistant position provides administrative support to the Winchester, VA office staff, ensuring effective day-to-day operations. The role involves frequent interaction with internal and external individuals, assisting with projects and tasks as assigned. A clean driving record is critical as this role requires driving.

Compensation & Benefits

• Competitive pay starting at $23.50 per hour
• Health coverage options: medical, dental, vision, disability, life, accident, hospital, critical illness, pet
• Financial benefits: 401(k) with match, retention bonus, early wage access via DailyPay
• Time off & well-being support: generous PTO, paid holidays, employee assistance program & chaplain services, educational assistance, professional development, Calm app access (for you, friends & family)

Requirements

• High school diploma or GED equivalent, or 2–4 years’ experience
• Experience in a Human Services agency preferred
• Microsoft Office proficiency and good working knowledge of computer applications including word processing, spreadsheet, database, and presentation software
• Valid Virginia Driver’s License and proof of insurance
• Access to a personal vehicle and satisfactory driving record in compliance with Driver Requirement Policy
• Knowledge of business office operations and administrative clerical operations
• Ability to actively promote and personally observe safety and security procedures and use equipment and materials properly
• Knowledge of and ability to comply with state licensing, Medicaid, and other agency standards
• Ability to work effectively with people from diverse backgrounds
• Ability to work assigned work schedule
• Ability to maintain records, prepare reports, and required paperwork according to licensing and agency requirements in a timely manner
• Flexibility to work at sites other than usual work location when circumstances warrant
• Ability to observe health and safety regulations

Driving Requirements

Must not have any of the following violations within the last 5 years:

• Reckless driving, including speeding 20 mph or more over the posted speed limit
• Driving under the influence/impaired/intoxicated or refusing a blood/breath test
• Manslaughter or negligent homicide
• Driving after being declared a habitual offender
• Driving on a suspended or revoked license
• Driving a commercial motor vehicle while disqualified, under the influence, with a blood alcohol level of .04 or higher, refusing a blood/breath test, or violating an out-of-service order
• Injuring a person while racing – felony
• Failure to stop at the scene of a crash where there is injury, death, or property damage of $1,000 or more
• Emergency vehicle violation – death
• Vehicular assault or willful stopping, impeding, or damaging a vehicle
• Blocking access to the service facility
• Attempting to elude police
• Operating an unsafe vehicle
• Vulnerable Road User – Death

Must not have any of the following violations within the last 3 years:

• Passing a stopped school bus
• Careless driving
• Three or more minor moving violations within the last three years

Responsibilities

• Schedule and maintain calendar of appointments; coordinate meetings, interviews, events, and other similar activities including scheduling meetings and site visits as needed for office staff
• Prepare and distribute business correspondence (often using word processing, spreadsheet, and presentation computer software) via multiple avenues including fax, postal service, e-mail, etc.
• Maintain confidential files noting any missing documents and regularly communicating file status to the necessary parties
• Maintain office supplies list; purchase, inventory, and stock office supplies and products
• Order and receive deliveries as needed
• Prepare meeting minutes, meeting notes, and internal support materials
• Respond to employee requests and answer employee questions within the scope of knowledge and responsibility
• Ensure phone calls are answered and directed accordingly
• Receive and greet guests in a professional, friendly, and hospitable manner
• Assist with maintaining the inside of the building according to established procedures and building upkeep
• Open and close visitor area (lock doors, close blinds, turn off lights)
• Assist with new employee processing by gathering new employee data, monitoring forms for accuracy, and forwarding documents to proper individuals for approval and processing
• Oversee new hire processing by scheduling new hires for processing; receiving applications; assisting with screening of applicants; arranging interviews, and for needed trainings, etc.
• Prepare and forward all HR related correspondence to the HR office
• Track and schedule training and development activities for agency employees, family care providers, and family care assistants
• Communicate with Manager and Regional Manager regarding employee FCP/FCA lack of compliance with training
• Track other needed personnel documentation including evaluations and items needed for personnel files via spreadsheet and inform appropriate staff of missing or needed items
• Coordinate orientation of new employees in assigned area
• Maintain updated copies/files of needed forms
• Prepare, sort, and distribute mail; receive packages and make trips to the post office as needed
• Call staff and remind them of time sheets due, training due, and items missing from personnel file
• Perform other related duties as required and assigned

Schedule

Monday–Friday, 8:30 AM – 4:30 PM