Administrative Assistant

Job Description

Job Description

Pathways Community Living is an agency dedicated to providing superlative services to persons with intellectual and developmental disabilities. We strive to overcome societal barriers by seeing the vision of our agency manifest. In doing so, we have established an unparalleled reputation in the community of collaborative agencies and entities. Our staff provides top-notch care in an effort to create change throughout the service delivery system. Each day, Pathways Community Living promotes an environment that exceeds expectations and supports the needs and preferences of our participants who are living with intellectual disabilities. We are currently looking for an Administrative Assistant to support the Executive Team. The duties of the role will include, but not be limited to the following:Welcome guests and customers in person or on calls through multi-line telephone systemSort and distribute incoming US mail, faxes, emails and interoffice communications Assist managers by reading, researching, and routing correspondence; drafting letters and documents; and collecting and analyzing informationMaintain managers' appointment schedules and remindersSecure information tracked in various record database systemsMaintain office supplies; anticipate needed supplies; order and verify receipt of suppliesMonitor office equipment by completing preventive maintenance schedules; troubleshoot errors; and call for repairsPrepare and format information for internal and external distribution, including but not limited to reports, memos, invoices letters, and other documentsOrganize, file and retrieve company records, documents, and reports in both paper and electronic filing systemsCoordinate and monitor vehicle fleet information and maintenance, staff trainings, work orders, and other paperwork to ensure complianceAttend monthly staff and other meetings as neededOther duties as assignedLanguage Ability:Ability to read and interpret documents such as operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups.Math Ability:Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimalsReasoning Ability:Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.Computer/Equipment Skills:To perform this job successfully, an individual should be able to operate a computer and standard office equipment and have a working knowledge of Microsoft Office with the ability to learn other software packages. Ability to operate office equipment as needed.Education/Experience:Required: High School degree with 1 year experiencePreferred: Associate's or business school degreeCertificates and Licenses Required:Valid driver's licenseCPR/ First-Aid*Act 33, Act 34, and Act 73**Pathways Community Living will obtain the clearances or certifications for employees to meet these requirements.Knowledge, Skills and Other Abilities: Very strong organizational and time management skills Ability to work independently, prioritize, and multi-taskRespect and adhere to the confidential aspects of company, personnel, and client mattersEffective decision-making skills with a proactive approach to problem-solvingExcellent oral and written communication and reporting skillsProfessionalismPunctualityWorking knowledge of Microsoft Office, particularly Word and ExcelTyping 55+ wpm, ability to operate computers and office equipmentEmpathetic, with an interest for working with intellectual disabilitiesTeam player, with the ability to maintain good working relationships with participants and their families, co-workers, and outside organizations