Administrative Assistant

About the position

Join our dedicated team as an Administrative Assistant, where you will play a vital role in enhancing office efficiency and creating a welcoming environment for all. We are looking for a friendly, helpful, and respectful individual who is committed to supporting our mission of providing exceptional service. In this position, you will have the opportunity to develop methods that improve office functionality while maintaining an organized workspace. Your contributions will directly impact the overall success of our team and the satisfaction of our clients. As an Administrative Assistant, you will be responsible for a variety of tasks that keep our office running smoothly. From managing calendars and organizing meetings to providing excellent customer service, your role is essential in ensuring that our operations are efficient and effective.

Responsibilities

• Demonstrate sensitivity and responsibility to management needs.
• Attend all mandatory meetings and maintain meeting minutes.
• Maintain and update resource materials for service line staff.
• Complete general office duties, including mailing, filing, typing, and organizing as needed.
• Answer telephone calls, relay messages, and communicate effectively with colleagues.
• Gather, organize, and summarize information requested by supervisor, faculty, or staff to provide accurate data for meetings or conferences.
• Train colleagues on the use of common office equipment.
• Manage meeting calendar(s) and arrange meeting facilities, equipment, and meals for conferences and meetings.
• Greet and assist office visitors in a helpful manner.
• Treat all clients, families, colleagues, and stakeholders with respect and dignity.
• Comply with HIPAA and confidentiality requirements.
• Maintain up-to-date lists of phone numbers, addresses, and colleagues.
• Assist with administrative record keeping, data entry, and required documentation.
• Distribute mail, messages, and correspondence to personnel.
• Order office supplies and oversee equipment maintenance.
• Assist with general office upkeep and cleaning.
• Manage office/facility bills and invoices and maintain records, if applicable.
• Post transactions to accounting records and Client Tracking database, if applicable.
• Ensure program service authorizations are current and properly filed, if applicable.
• Research, prepare, and enter invoices and issue maintenance/transportation checks, if applicable.

Requirements

• A high school diploma or equivalent certificate is required.
• An associate's or bachelor's degree in an applicable field such as human resources or social services from an accredited institution is preferred.
• One to three years of experience providing clerical/administrative support or other applicable experience is preferred.
• Advanced skills in computing, including the use of databases, web browsers, email interfaces, and MS Office products is highly desirable.

Nice-to-haves

• Successful completion of background check including criminal record, driving record, abuse/neglect, and fingerprint check.
• Current driver's license, acceptable driving record, and current auto insurance.

Benefits

• All-Inclusive Employee Benefits Package - A robust full-time employee benefits package encompassing health, dental, vision, retirement, disability, life insurance, wellness program, generous paid time off, and more.
• Telemedicine - 24/7 phone, web, or mobile app medical, behavioral health, & dermatology visits.
• Employee Assistance Program - 24/7 counseling services, legal assistance, & financial consultation for you and your household at no cost.
• Career Advancement & Wage Growth - Grow in your career with great opportunities for upward mobility and added income.
• Comprehensive Training - Learn and develop skills with our robust on-the-job training.
• Workplace Culture - An environment cultivating employee wellbeing, valuing each individual's humanity, and actively promoting healthy, joyful workforce engagement.