Administrative Assistant, Springfield, MA

Administrative Assistant

The Key Program is seeking a dedicated and organized Administrative Assistant to support operations within our Western Regional Administrative Offices in Springfield and Greenfield, Massachusetts. This position plays a critical role in ensuring the efficient management of regional administrative functions while supporting staff, programs, and agency operations. The position will require 3 days in our Springfield office and 2 days in our Greenfield office.

Wage: Competitive hourly wage: $23-$25

Additional compensation is provided for bilingual skills and our generous employee referral bonus program.

Insurance: (See attachment for contribution details)

• Key offers Blue Cross Blue Shield Blue Benefits covering over 90% of medical premiums and 70% for dental premiums with low deductibles and co-pays.

Professional Development: (See attachment for details)

• Tuition assistance is available for degree or certification programs. Scholarship opportunities are provided for clinical-related graduate programs.
• Key is an internship placement site where employees can fulfill internship requirements for college credit.
• Intensive training, professional development and opportunities for advancement are available.

Self-Care and Paid Time Off Benefits: (See attachment for details)

• 3 weeks/vacation, 2 weeks/sick time, 3 days/personal, 3 days/bereavement and 12 paid holidays for Full-time staff.
• Free, confidential employee assistance program for employees and adult household members for support with mental and physical health, financial, family, legal, parenting and other concerns.

Other:

• Reimbursement equivalent to IRS rate for work-related travel
• 403(b) retirement savings account (tax-deferred).
• Pre-tax childcare.

Qualifications:

Required:

• Associate's degree required; Bachelor's degree strongly preferred.
• Strong interpersonal and relationship-building skills.
• Excellent verbal and written communication abilities.
• Proficiency with multiple computer applications and office software.
• Ability to manage multiple priorities and maintain organized records.
• Must be at least 21 years of age.
• Valid state driver's license.
• Legally registered and insured vehicle available for work-related use.

Preferred:

• Bachelor's degree in Business, Computer Science, or a related field.
• Experience in administrative operations, billing, data management, or nonprofit/human services environments.
• Experience with Electronic Health Records (EHR) systems.

Responsibilities:

• Understand, implement, and organize administrative systems and procedures.
• Collect, maintain, and review regional program statistics and data.
• Ensure employee timesheets and reimbursement requests are completed accurately.
• Coordinate bulk purchasing of food, office supplies, and equipment, including obtaining vendor estimates when needed.
• Process accounts payable and record weekly expenses.
• Coordinate building and equipment repairs in a timely and efficient manner.
• Respond to employee inquiries and communicate needs to the Senior Administrative Supervisor.
• Conduct new employee orientation, including onboarding paperwork and benefits review.
• Complete and submit required building safety and fire inspections.
• Maintain overall responsibility for smooth office operations, facility upkeep, inventory management, and supply purchasing.
• Ensure regional filing and record-keeping systems remain accurate, organized, and compliant with agency standards.
• Assist with regional training activities, supervisory meetings, and special projects.
• Work collaboratively with administrative, supervisory, and program staff.
• Demonstrate cultural awareness and sensitivity when interacting with staff, clients, families, and vendors.
• Complete billing through Electronic Health Records (EHR) systems.

The Key Program is a private, non-profit human services agency whose mission is to support children, families, and emerging adults through trauma-informed, culturally grounded services that strengthen resilience, foster belonging, deepen community connections, and build a foundation for lasting well-being. Key works in conjunction with the MA DCF, RI DCYF and NH DCYF and is an agency provider of community-based services, residential treatment programming, and outpatient mental/behavioral health services.

Key is committed to diversity, equity, and inclusion and committed to hiring employees that reflect the diverse communities that we serve. All qualified applicants will receive consideration for employment without regard to their race or color, religion, sex, sexual orientation, gender identity or expression, disability, age, country of ancestral origin, or veteran status.