Residential Administrative Assistant

The Administrative Assistant provides general office and clerical support to leadership and staff, helping ensure smooth day-to-day administrative operations. This role is often a first point of contact for families, guardians, and community partners, making professionalism and warmth essential to representing the organization's mission well.

Responsibilities

• Answer and direct phone calls, emails, and visitor inquiries in a professional, welcoming manner.
• Schedule and coordinate meetings, appointments, and calendars for assigned leadership or department.
• Prepare correspondence, reports, memos, and other documents as requested.
• Maintain organized physical and electronic filing systems.
• Order and maintain office supplies and coordinate basic facility needs.
• Assist with preparing materials for meetings, trainings, and events.
• Support data entry and recordkeeping tasks for assigned programs or departments.
• Greet and assist visitors, families, and guardians with courtesy and discretion.
• Process incoming and outgoing mail and deliveries.
• Assist with special projects and events as assigned.
• Serve as a welcoming, respectful point of contact for people served, families, and guardians visiting or contacting the organization.
• Support the smooth administrative functioning of programs so that direct-care and clinical staff can focus on person-centered services.
• Handle records and communications involving people served with discretion, confidentiality, and dignity.
• Help ensure timely communication between families, support coordinators, and program staff.
• Reflect the organization's mission and values in every interaction with the public and stakeholders.

Requirements

• High school diploma or GED.
• One (1) or more years of administrative or clerical experience.
• Proficiency with Microsoft Office (Word, Excel, Outlook).
• Must pass a statewide/criminal background check confirming no convictions for any crime of violence, abuse, neglect, exploitation, or any felony offense.
• Must pass a pre-employment drug screen.
• Strong verbal and written communication skills.
• Ability to maintain confidentiality.
• Strong understanding of clerical procedures, including recordkeeping and filing systems.
• Highly detail-oriented and organized.
• Ability to manage time efficiently and prioritize tasks while maintaining high standards.
• Good judgment and decision-making skills.
• Ability to work independently and as part of a team.
• Professional attitude and demeanor.

Preferred Qualifications

• Associate degree in office administration or related field.
• Experience in a non-profit, healthcare, or human services setting.
• Familiarity with scheduling and database software.
• Knowledge of Alabama Medicaid/Medicare programs, Waiver Services, pre-need, and burial insurance.

Skills & Abilities

• Skill in written and verbal communication.
• Skill in organizing files, schedules, and correspondence.
• Ability to multitask and prioritize competing requests.
• Ability to interact courteously and professionally with diverse stakeholders.
• Proficiency with common office software and equipment.

Physical & Essential Functions

• Primarily sedentary office work involving sitting, typing, and answering phones.
• Occasional standing, walking, and lifting of office supplies up to 15 lbs.
• Visual and auditory acuity for office communication tasks.
• Ability to travel locally as needed for meetings, audits, or site visits.

Work Environment

Standard administrative office setting, often front-facing/reception-adjacent. Regular daytime business-hours schedule. Minimal travel required.