Administrative Assistant-1

Administrative Assistant

Are you an organized, detail-oriented professional who enjoys creating efficient systems and providing exceptional customer service? Do you thrive in a fast-paced environment where your administrative expertise helps support both colleagues and clients? Join our team as an Administrative Assistant!

As an Administrative Assistant, you will play a vital role in ensuring the smooth day-to-day operations of the office by providing administrative support, coordinating office activities, maintaining records, and assisting staff, clients, and visitors. Our ideal candidate is proactive, professional, highly organized, and committed to creating a welcoming and productive work environment.

Join a mission-driven organization where your contributions help support quality services, operational excellence, and positive experiences for those we serve.

Position Perks & Benefits

• 29 Days of PTO
• Eligibility for HRSA Loan Repayment (eligibility requirements apply)
• Employee benefits package health, dental, vision, retirement, life insurance, and more
• Competitive 401(k) Retirement Savings Plan up to 5% employer match for Part-Time and Full-Time employees
• Company-paid basic life insurance
• Emergency Medical Leave Program
• Flexible Spending Accounts (FSA) healthcare and dependent care
• Health & Wellness Program
• Employee Assistance Program (EAP)
• Employee Discount Program
• Mileage Reimbursement

Key Responsibilities

• Provide administrative support to management and department staff.
• Manage office operations to promote efficiency, organization, and productivity.
• Answer incoming telephone calls, relay messages, and respond to inquiries professionally.
• Greet and assist clients, visitors, and stakeholders in a welcoming and respectful manner.
• Serve as receptionist or backup receptionist as assigned.
• Schedule meetings, maintain calendars, and coordinate conference logistics.
• Prepare meeting materials, take meeting minutes, and distribute documentation as needed.
• Maintain and update resource materials, contact lists, and departmental records.
• Perform general office duties including filing, data entry, mailing, copying, scanning, and document preparation.
• Gather, organize, and summarize information for reports, meetings, and presentations.
• Assist with administrative record keeping and ensure documentation is completed accurately and timely.
• Distribute incoming mail, correspondence, and communications to appropriate personnel.
• Order office supplies and coordinate maintenance of office equipment.
• Assist with office organization, cleanliness, and facility upkeep.
• Process invoices, maintain financial records, and support billing functions as applicable.
• Monitor and maintain program authorizations, records, and tracking systems as applicable.
• Train colleagues on the use of office equipment and administrative processes.
• Maintain compliance with HIPAA regulations and organizational confidentiality standards.
• Perform additional duties as assigned.

Education and/or Experience Qualifications

• High school diploma or equivalent required.
• Associate's degree or bachelor's degree in Business Administration, Human Resources, Social Services, or a related field preferred.
• One (1) to three (3) years of administrative, clerical, office support, or related experience preferred.
• Experience working in healthcare, behavioral health, human services, or nonprofit environments is a plus.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and other business applications.
• Experience using databases, electronic records systems, and web-based platforms preferred.

Required License/Certification

• Valid driver's license, acceptable driving record, and current automobile insurance required.
• Ability to successfully complete all required background screenings and employment requirements.

Additional Qualifications

• Strong customer service and interpersonal skills.
• Excellent verbal and written communication abilities.
• Exceptional organizational skills and attention to detail.
• Ability to prioritize tasks and manage multiple responsibilities simultaneously.
• Strong problem-solving and critical-thinking skills.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Demonstrated professionalism, reliability, and accountability.
• Ability to work independently and collaboratively in a team environment.
• Strong computer proficiency and ability to learn new software systems.
• Ability to interpret policies, procedures, and operational guidelines accurately.
• Commitment to treating clients, families, colleagues, and community partners with dignity and respect.

Employment Requirements

• Successful completion of background screening, including criminal history, driving record, abuse/neglect, and fingerprint checks.
• Completion of New Hire Orientation upon hire.
• Completion of all required training, including Relias training, upon hire and annually thereafter.
• Compliance with all organizational policies, procedures, and confidentiality standards.
• Current driver's license, acceptable driving record, and proof of automobile insurance.

Physical Requirements

• Ability to perform sedentary work, including sitting for extended periods throughout the workday.
• Frequent use of hands, fingers, and arms for typing, writing, filing, and operating office equipment.
• Ability to occasionally stand, walk, bend, reach, and lift office materials weighing up to 10 pounds.
• Visual ability to read documents and work on computer screens for extended periods.
• Ability to communicate effectively in person, by phone, and through electronic communication methods.