Administrative Assistant

Job Title: Administrative Assistant Department: Operations Reports To: Area Director Date: June 2026 Job Summary: Under the direction of Vista Cares Area Director, the Administrative Assistant performs a variety of administrative duties to support Vista Care employees, individuals served, and outside agencies. The Administrative Assistant is the face of the agency and serves as the first point of contact with customers. The position helps customers by responding to questions related to the admission process, answering phone calls, responding to emails, and performing general clerical duties.The Administrative Assistant operates in a professional office environment and routinely uses standard office equipment. Duties and Responsibilities: Reports to work routinely and timely; if unable to report to work, or if there is a need to come to work late or leave early, follows Vista Cares approval policy. Answers multiple phone lines and responds to email inquiries according to Vista Care policies and standards. Maintains office equipment, phones, and supplies Greets and supports all incoming traffic (walk-ins, appointments, phone calls) with professionalism Sorts and distributes mail and other packages received in a timely manner Responsible for all scanning and storing various documents in appropriate electronic folders and/or distributing to the required departments. Supports various departments during company trainings/meetings, including ordering and picking up meals/snacks, copying training/benefit packets as needed, etc. Maintains company forms - electronic and paper. Prepares office for daily operations, including but not limited to, cleaning counters and work area, emptying trash as needed, distributing snacks, making coffee, and completing supply inventory for each assigned location. Assist with onboarding activities including leading New Hire Orientation (NHO) and assisting with the creation of new hire schedules for team members. Support in fleet management, scheduling of routine maintenance for area vehicles Coordinates and assists with submission of certification/recertification documents under the direction of Area Director. Completes required, on-going training requirements and competency levels within Vista Care and State/County required timeframes. Provide other additional support to operations, as requested by Area Director, or other members of leadership Qualifications and Experience: Required to pass all background checks, upon hire Must have a valid drivers license, proof of insurance, and insurable driving record that meets Vista Cares current driving requirements E-Verify verification must be completed Must have good interpersonal skills and consistently demonstrate effective decision-making abilities Fluency in oral and written English Proficient in MS Office and Business Google including the ability to effectively use electronic documentation software and office/IS equipment Scope of Supervision: None Education: High School diploma or equivalent Prior administrative or similar experience preferred. Working Conditions and Physical Requirements: On site role. Ineligible for hybrid or work from home Ability to work primarily in an office setting and maintain regular, standard, office hours and attendance. Ability to bend, twist, lift, reach Ability to sit for long periods of time Must be able to give and receive verbal and written instructions in English