Administrative Assistant

Administrative Assistant

Assist the Executive Director, Director for Operations, Human Resources Director, and Managers with various administrative tasks in order to maintain the program. Answer telephone calls and direct them to the proper program/person and take clear messages. Greet and provide assistance to visitors. Coordinate Employee and Client Satisfaction Surveys. Maintain ongoing communication with Direct Support Professionals and sharing necessary updates with necessary program staff. Oversee postal components, process company mail both incoming and outgoing, etc. Opening/closing confidential case records, filing, correspondence, statistical reports, flyers and other tasks as assigned. Data entry and work processing (individual and employee records). Manages individual admission into the program and ensuring all required documentation are received and processed. Order supplies, maintain equipment and facilitate other office repairs in conjunction with relevant staff. Maintain schedule for all office staff and be aware of scheduling changes. Maintain office systems and procedures and person program specific assignments. Disseminate internal and external public relations & marketing materials and give tours to prospective individuals/clients and other stake holders. Attends regular in-services to increase skills set and knowledge of development and intellectual disabilities populations served by AccessStar. Transport individuals to appointments as necessary. Performs Duties of Direct Care professionals as needed. Process all pre hire and post hire paperwork Maintains accurate and up-to-date human resource files, records, and documentation. Answers frequently asked questions from applicants and employees relative to standard policies, benefits, hiring processes, etc.; refers more complex questions to appropriate senior level HR staff or management. Maintains the integrity and confidentiality of human resource files and records. Performs periodic audits of HR files and records to ensure that all required documents are collected and filed appropriately. Provides clerical support to the HR department. May assist with payroll functions including processing, answering employee questions, fixing processing errors, and distributing checks. Acts as a liaison between the organization and external benefits providers and vendors, which may include health, disability, and retirement plan providers. Conducts or assists with new hire orientation. Manages employee training/annual trainings. Assists with planning and execution of special events such as benefits enrollment, organization wide meetings, employee recognition events, holiday parties, and retirement celebrations.