Administrative Assistant

Job Summary

Under the direction of administrative or program management, Administrative Assistants provide general clerical and administrative support for an assigned location, program or office. They greet and direct individuals upon arrival or dismissal, receive, handle and/or direct inquiries by phone, email or in-person, coordinate and arrange meetings and make notifications and requests. They coordinate office activities, including tracking, monitoring or compiling information, performing data entry, scanning, copying and/or filing and reconciling receipts, ledgers and petty cash.

Key/Essential Functions & Responsibilities

• Greets visitors, staff and/or people we support entering the site with a positive, helpful attitude; announcing as necessary and directing individuals to an appropriate party or location.
• Maintains office security by following safety procedures and maintaining appropriate visitor or other logs, which may include electronic systems, to track visitor information in accordance with applicable procedures.
• Answers and screens phone calls in a timely and professional manner, directing calls to appropriate parties, taking messages and/or handling inquiries.
• Covers meetings, including, but not limited to securing conference rooms or other appropriate spaces for meetings, determining availability of attendees, creating or sending electronic invitations using Outlook calendar or other established systems.
• Liaises with internal departments and external stakeholders on behalf of supervisor or others as directed making requests, coordinating, securing, monitoring and/or tracking maintenance issues, appointments, schedules, transportation and other location- or program-related needs.
• Receives, sorts, prepares and/or distributes mail, packages and/or deliveries; replenishes, stocks and/or distributes supplies, as needed.
• Performs a variety of clerical and administrative tasks on a regular or as needed basis (e.g. special projects, meetings, events, etc.), such as filing, copying, scanning and/or data entry; creating memos, lists, spreadsheets or other documents; and/or making notifications or inquires by email or phone.
• Obtains, accesses and reviews documentation as needed, in coordination with applicable staff; may assist with obtaining documentation from other internal or external sources, including care managers, families, or other internal departments by phone, email or in-person.
• Scans, saves, names/renames and/or uploads appropriate documentation into shared folders and other electronic systems (e.g. Digital Agency) on behalf of managers or supervisor, in accordance with applicable policies and procedures including managing and/or updating files for START program participants.
• Performs data entry in electronic systems and/or completes forms or other documents by entering information from receipts, records or statements and updates and maintains referral-related data and documents in electronic systems, including shared drives and databases.
• Assists with development and implementation of systems and processes to improve or expedite monitoring, collecting, organizing and/or tracking administrative paperwork and information in coordination with location management and supervisor.
• Participates in the coordination and facilitation of arrivals and departures of people we support or other groups or visitors, as applicable, which may include assisting or escorting individuals during bus duty and/or coordinating, scheduling or rescheduling busing or other transportation.
• May be assigned responsibilities related to collecting, monitoring and/or tracking of information, such as program attendance by people we support, duration of attendance for services, etc., compiling information from various systems, communicating or reporting findings, escalating concerns and patterns to supervisor or other leadership.
• May provide support with fiscal systems including ledgers, fee determinations and/or invoices appropriately documenting or entering information, performing basic numeric calculations (adding or subtracting) to reconcile ledgers or total expenses and selecting appropriate codes for invoices.
• May monitor and reconcile petty cash for assigned program(s) or office(s), completing necessary paperwork, data entry and accounting for expenditures by reviewing, totaling and documenting receipts, completing transmittal or other documentation and/or performing data entry.
• Complies with all Federal, State, Local and other relevant regulatory agency requirements, including the Health Insurance Portability and Accountability Act (HIPAA).

Minimum Qualification Requirements

• A High School diploma or its educational equivalent;
• One (1) year of experience working in an administrative support role performing a variety of receptionist and/or clerical-related duties including phones, data entry and scheduling, in an office or similar work environment;
• Satisfactory combination of education, experience and/or training.

Preferred Qualification Requirements

• Experience with individuals with intellectual and developmental disabilities (I/DD);
• Experience with reconciling financial and purchasing data (ledgers, petty cash, invoices, etc.);
• Previous experience using Workday or Digital Agency;
• Versatility in verbal and/or written fluency in a second language;
• Bachelor’s Degree in a human services or related field;
• Experience in service coordination/case management or intake/admissions.