Administrative Assistant

Job Description

Job Description

Administrative Assistant Job Description

At PossAbility, LLC, we strive to be the difference we wish to see in the world, investing fully into the community with a heartfelt, person-centered, ability focus. We honor each person’s unique gifts, supporting them to be all they can and desire to be. Our mission is Engaging hearts, Empowering lives, and Encouraging every possibility to blossom into reality . We believe in a world where everyone is seen and supported, every individual deserves a community where their abilities are celebrated and their voice is heard. PossAbility ensures feelings of inclusion, dignity, respect, support, safety, and most importantly accepting who they are, as they are.

Key Responsibilities

PossAbility, LLC is a busy, community-focused agency. As we continue to welcome a steady influx of new individuals into our care, we are seeking a dependable and organized Administrative Assistant to keep our daily operations running smoothly.

Position Overview PossAbility, LLC is seeking a dependable, organized, and communicative Part-Time Administrative Assistant to help keep our daily operations running smoothly. This role focuses on essential administrative support, phone communications, scheduling, compliance, and maintaining seamless communication across our team, staff, and clients. 

• Job Type: Full-Time  
• Work Location: Onsite, Occasional Hybrid in Springfield, IL 62704 
• Benefits: Paid Time Off (PTO) & 401K

Position Overview

• Communication & Attentiveness Support: Handle inbound and outbound calls with professional phone etiquette. Maintain extremely thorough, consistent, and proactive communication with internal staff, team members, and clients to ensure all operational needs are met. 
• Scheduling & Calendar Management: Actively monitor and manage team calendars, coordinating internal meetings, appointments, and general scheduling needs.  
• Email & Inbox Monitoring: Monitor incoming emails and correspondence, routing messages to the appropriate team members and addressing time-sensitive client and staff requests.  
• Compliance & HIPAA Standards: Support office compliance initiatives by maintaining confidential records and handling sensitive files in strict accordance with HIPAA standards and state regulations. 
• Minor Office & Administrative Support: Assist with routine office organization, digital file management, record-keeping, and general day-to-day tasks as assigned.  

Key Core Experience & Skills

Required Education & Certifications

• Education: High School Diploma or GED required (Associate degree in Business Administration, Healthcare, or related field preferred). 
• Certifications: Current CPR/First Aid Certification.  

Preferred Experience

• Administrative Background: 3+ years of experience in an administrative or office support role.  
• Industry Familiarity: 1–2 years of experience within a Home & Community-Based Care setting or similar healthcare environment preferred.  
• Software & Communication Tools: Proficiency with Microsoft 365 / Google Workspace, digital communication platforms, and Electronic Health Record (EHR) systems. 
• Compliance Handling: Solid understanding of confidential file handling and regulatory compliance (e.g., HIPAA). 
• Legal Requirements: Must be at least 18 years old and pass all required state registry clearances and background checks. 

Core Competencies & Personal Attributes

• Exceptional Communication: Outstanding written and verbal communication skills, with a commitment to consistent, clear follow-through with team members. 
• Discretion & Integrity: High level of confidentiality and tact when handling sensitive client details and HIPAA-protected records. 
• Reliability & Organization: Strong time-management skills, high attention to detail, and ability to keep digital and physical files organized. 
• Person-Centered Approach: Strong interpersonal skills, active listening, and a genuine, compassionate heart for the individuals and families we support.  
• Problem-Solving & Critical Thinking: Excellent multi-tasking abilities, strong reading comprehension, and a proactive approach to resolving daily operational hurdles.