Administrative Assistant, Finance

About the role

The Arc of Union County Inc. is a leading provider of person-centered services for individuals with intellectual and developmental disabilities. The organization operates a variety of programs and employs an average of 550 staff. The Administrative Assistant provides high-level administrative, clerical, and operational support to multi-departmental teams at The Arc of Union County. As an Administrative Assistant, this specialized role is directly responsible for handling, processing, and safeguarding highly sensitive documentation across the agency's diverse programming, including departmental operating budgets, program performance metrics, and Protected Health Information (PHI). The successful candidate ensures strict compliance with federal and state regulations while maintaining smooth day-to-day office operations to support our mission of empowering individuals with intellectual and developmental disabilities and their families.

Responsibilities

• File and sort physical and digital documents that contain sensitive information, including departmental budgets, metric reports, and/or Protected Health Information (PHI) for various departments when and where assigned to assist.
• Handle, process, and safeguard highly sensitive documentation across agency programming.
• Ensure strict compliance with federal and state regulations (e.g., HIPAA) regarding electronic and physical medical records management.
• Maintain smooth day-to-day office operations to support organizational mission.
• Initiate and professionally respond to communications via e-mail and in person as required.

Qualifications

• High School Diploma preferred or comparable industry experience.
• Minimum of 5 years of proven experience as an administrative assistant, ideally within a healthcare, human services, or non-profit setting.
• Direct experience or foundational knowledge working within the New Jersey Division of Developmental Disabilities (DDD) framework.
• Clear understanding of HIPAA guidelines and privacy laws concerning electronic and physical medical records management.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and general office machinery (scanners, copiers) and database navigation.
• Ability to timely initiate and professionally respond to all communications through e-mail and in person.
• Ability to meet physical demands: maintain stationary position (standing/sitting), move/traverse, kneel, bend, reach, twist, carry/lift up to 35 pounds, wrist and finger dexterity for keying and sorting, view computer/electronic device for extended periods.
• Cognitive abilities: analyze, compute, hear, repeat information, take notes, read documents, generate written information, independently problem solve, tolerate interruptions, maintain positive public relations, organize, verbally communicate, and converse with a diverse group of people.