Receptionist / Administrative Assistant

Receptionist/Administrative Assistant

A New Hope is seeking a friendly, professional, and highly organized Receptionist/Administrative Assistant to join our office team. This person will often be the first point of contact for employees, participants, families, applicants, and other visitors, so we are looking for someone who can create a welcoming and positive experience while maintaining a high level of professionalism.

The ideal candidate will be upbeat, bubbly, dependable, and comfortable managing multiple responsibilities in a busy office environment. Strong communication, organization, problem-solving, and technology skills are essential for this position.

Although this is primarily an office-based position, the employee may occasionally be required to provide direct care and support to participants when staffing needs, emergencies, or other operational circumstances require assistance.

Primary Responsibilities

• Answer incoming phone calls professionally and direct callers to the appropriate person or department.
• Monitor and respond to incoming text messages in a timely and professional manner.
• Welcome employees, participants, families, applicants, and other visitors as they enter the office.
• Assist visitors with questions and notify the appropriate staff member of their arrival.
• Receive, sort, distribute, and process incoming and outgoing mail.
• Provide general administrative and clerical support to office staff.
• Assist with scheduling, appointment coordination, and schedule-related communication as needed.
• Support billing and other administrative processes as assigned.
• Maintain an organized, clean, and welcoming reception and lobby area.
• Enter information accurately into company systems, spreadsheets, and other electronic records.
• Assist with scanning, filing, copying, and organizing documents.
• Communicate clearly and professionally with employees, clients, families, and community partners.
• Identify concerns, troubleshoot routine problems, and determine when an issue should be directed to a supervisor.
• Maintain confidentiality and handle sensitive information with professionalism and discretion.
• Provide direct care and support to participants when needed, including during staffing shortages, emergencies, or other operational needs.
• Complete required training and follow all participant care plans, safety procedures, company policies, and applicable regulations when providing direct care.
• Complete additional office, administrative, and participant-support duties as assigned.

Preferred Qualifications

• Previous experience working as a receptionist, administrative assistant, front-desk employee, or in a similar office position.
• Experience assisting with employee or client scheduling.
• Experience with billing, insurance, or other administrative financial processes.
• Previous experience providing direct care or working with individuals with disabilities is preferred.
• Strong customer service and interpersonal skills.
• Excellent verbal and written communication skills.
• Comfortable using computers, office technology, email, text-messaging platforms, spreadsheets, and web-based programs.
• Strong organizational skills and attention to detail.
• Ability to multitask and remain professional in a busy or changing environment.
• Strong problem-solving skills and the ability to take initiative.
• A positive, upbeat, and welcoming personality.
• Dependable, punctual, and able to work effectively both independently and as part of a team.

Minimum Requirements

• Must be at least 18 years of age.
• Must be able to successfully pass all required background checks.
• Must have reliable transportation to and from work.
• Must be available to work Monday through Friday within the office's operating hours of 8:00 a.m. to 6:00 p.m.
• Must be willing and able to provide direct care to participants when needed.
• Must be able to complete all required training and certifications related to participant care.
• Must be able to maintain appropriate professional boundaries and protect confidential information.
• Must be able to communicate effectively in person, by telephone, through text messaging, and by email.

Ideal Candidate

The ideal candidate is someone who is naturally friendly, approachable, and energetic while still understanding the importance of professionalism and confidentiality. This person should enjoy helping others, be comfortable learning new technology, and be able to remain calm and solution-focused when unexpected situations arise. They should also be flexible and willing to assist participants directly when additional support is needed.

A New Hope is an equal opportunity employer and considers qualified applicants without regard to legally protected characteristics.