Administrative Assistant

Description

Department: Human Resources
Status: Full-Time | Salary Non-Exempt
Schedule: Monday through Friday; 9:00am-5:00pm
Location: Brighton, Missouri
Reports To: Human Resources Director

Position Summary & Working Conditions

The Administrative Assistant serves as the organization's front office professional while providing administrative support to the Human Resources and Admissions Directors. This position manages reception, assists with HR and admissions processes, maintains confidential employee and resident information, and provides a welcoming, professional, and trauma-informed experience for employees, applicants, residents, families, referral partners, and visitors. Based at the Brighton campus, the position requires strong customer service, organization, confidentiality, adaptability, and a willingness to learn and effectively use new technology, software, and electronic systems as organizational needs evolve. Duties involve regular use of standard office equipment, prolonged sitting, occasional travel between agency locations or to the post office, and occasionally lifting or carrying items up to 25 pounds.


Essential Duties and Responsibilities:

Front Office & Administrative Support

• Serve as the organization's primary receptionist by welcoming and assisting visitors, applicants, residents, families, volunteers, community partners, and employees.
• Answer and route telephone calls; coordinate incoming and outgoing mail, deliveries, packages, and general correspondence.
• Maintain reception, visitor sign-in, and campus security procedures while providing a professional and welcoming front-office environment.
• Coordinate conference rooms, meetings, office supplies, organizational events, and other administrative needs.
• Maintain filing and document-management systems, perform accurate data entry, and provide administrative support for leadership and agency projects.

Admissions Support

• Provide administrative support to the Admissions Director, including:
  • responding to and routing admissions inquiries and referral calls.
  • coordinating admissions meetings, tours, intake appointments, visitor check-in, and related scheduling.
  • preparing admission packets and orientation materials; collecting, organizing, entering, and maintaining required admission documentation and electronic/paper files.
• Monitor files for completeness, coordinate required signatures, prepare referral correspondence, and maintain referral agency contact information.
• Assist with admissions statistics, reports, audits, accreditation documentation, outreach activities, and special projects.

Human Resources Support

• Provide administrative support to the Human Resources Director, including directing recruitment calls, scheduling interviews, new hire paperwork, onboarding packets, and orientation coordination.
• Assist with pre-employment requirements, including background checks, fingerprinting, and required screenings.
• Maintain confidential personnel files and employee documentation through accurate filing, scanning, uploading, and electronic record organization.
• Maintain training and certification records and assist with employment verifications, benefits paperwork, personnel file audits, and employee documentation.
• Assist with HR correspondence, and internal communications including but not limited to employee recognition and departmental projects.

Compliance & Confidentiality

• Maintain strict confidentiality regarding employee, applicant, resident, and organizational information.
• Maintain accurate and complete records in accordance with agency policies, applicable privacy requirements, licensing standards, and record-retention practices.
• Assist Human Resources and Admissions with documentation required for licensing, accreditation, regulatory reviews, and internal audits.
• Demonstrate professional and ethical conduct consistent with Good Samaritan's mission and values.

Required Skills & Abilities

• Excellent customer service, interpersonal, written, and verbal communication skills.
• Strong organizational skills, attention to detail, and ability to manage competing priorities.
• Professional telephone etiquette and ability to interact effectively with employees, youth, families, applicants, and community partners.
• Ability to exercise discretion and maintain confidential information.
• Proficiency with Microsoft Office and ability to learn HRIS, admissions, and electronic records systems.
• Ability to work independently while collaborating effectively across departments.

Qualifications:

Preferred

• Associate degree in Business Administration, Human Resources, Office Administration, or related field.
• Two years of administrative, human resources, office management, nonprofit, healthcare, education, or human-services experience.

Minimum

• High School Diploma or GED.
• Must be at least 21 years of age.
• Valid driver's license and insurable driving record.
• Ability to successfully complete required background screenings.
• Proficiency in Microsoft Office applications.

Training Requirements

• This position requires a minimum of 25 hours of annual training in accordance with agency policy.

Benefits

• Company-paid healthcare for full-time employees and their children (EPO)
• Dental and Vision insurance
• Earn Paid Sick Time (EPST), Vacation, and Maternity/Paternity leave beginning on Day One of employment
• Paid Holidays
• 403(b) Retirement Plan with employer matching at first anniversary
• Employee Assistance Program
• Professional development and training opportunities