Administrative Assistant - Part-Time - Farmington, ME

Description

LEAP Inc. is seeking an organized, dependable, and technology-savvy Administrative Assistant to join our Central Office team in Farmington, Maine.

This part-time position provides a combination of front desk and reception support and dedicated administrative support to LEAP’s Case Management Department. It’s an ideal opportunity for someone who enjoys working with people, keeping information organized, solving administrative problems, and using technology to help an office run efficiently.

We’re particularly interested in candidates who are exceptionally proficient with Microsoft Excel and highly comfortable with Microsoft 365 applications. This position regularly works with spreadsheets, electronic records, shared files, databases, reports, and confidential information, so accuracy and attention to detail are important.

The Administrative Assistant will work approximately 24 hours per week, ideally scheduled as three 8-hour workdays Monday through Friday. Our preference is for two of those days to be Thursday and Friday, although we have some flexibility in the schedule for the ideal candidate.

Requirements

Typical Day in the Life of an Administrative Assistant

A typical day may include a combination of front desk responsibilities, Case Management administrative support, data management, and other Central Office projects, including:

• Provide front desk and reception coverage in support of LEAP’s Office Coordinator.
• Welcome visitors, answer and route telephone calls, receive deliveries and mail, and respond to routine inquiries.
• Assist with filing, scanning, copying, document preparation, records organization, and other day-to-day office functions.
• Provide administrative support to LEAP’s Targeted Case Management Department based on department needs and priorities.
• Organize, scan, file, and archive client documentation.
• Maintain Case Management waitlists and assist with intake coordination and administrative tracking.
• Verify MaineCare eligibility for existing and newly enrolled individuals as assigned.
• Assist with Representative Payee administrative activities, satisfaction surveys, data collection, quality assurance activities, and preparation of records for audits or licensing reviews.
• Create, maintain, and update Excel spreadsheets used for tracking, reporting, reconciliation, data collection, and administrative workflows.
• Organize and maintain shared electronic files, templates, forms, and other resources using Microsoft 365.
• Perform accurate data entry and routinely review work for completeness and accuracy.
• Maintain strict confidentiality of protected health information, employee information, and other sensitive organizational information.
• Provide administrative assistance to other Central Office departments and leadership for assigned projects and requests.

Who You Are:

• You have a high school diploma or equivalent; an associate degree in Business Administration, Office Administration, or a related field is preferred.
• You have advanced proficiency with Microsoft Excel and are comfortable using formulas, sorting and filtering, tables, data validation, and other spreadsheet tools.
• You are highly proficient with Microsoft 365, including Word, Outlook, Teams, and SharePoint.
• You are organized, detail-oriented, and take pride in producing accurate work.
• You can manage interruptions and competing priorities without losing track of the details.
• You’re comfortable working independently and remaining productive with limited direct supervision.
• You communicate professionally and enjoy interacting with employees, individuals supported, families, visitors, and community partners.
• Previous administrative support, office, reception, data-entry, or similar experience is preferred.
• Experience with electronic records, shared file systems, databases, or administrative tracking systems is preferred.
• Experience in healthcare, social services, human services, or a nonprofit organization is a plus.
• You have a valid driver’s license and acceptable driving record.
• You can successfully complete LEAP’s required background checks and other hiring requirements.

Benefits We Offer:

• Paid Time Off with “Roll-Over” and “Buy-Back” Programs Available.
• 401(k) with Employer Match for eligible employees.
• Tuition Reimbursement.
• Employee referral bonuses and other variable compensation opportunities.
• Company-paid training and professional development opportunities.
• Employee events and activities throughout the year.
• Note: Some health and other benefits are only available to employees who meet applicable weekly-hour eligibility requirements.

Work Conditions:

• This is a part-time position, approximately 24 hours per week.
• The preferred schedule is three 8-hour workdays during LEAP’s normal Monday–Friday business week.
• Ideally, Thursday and Friday will be two of the three regularly scheduled workdays, although scheduling flexibility may be available for the ideal candidate.
• Work is performed primarily on-site at LEAP’s Central Office in Farmington, Maine.
• Regular work will occur at the front desk/reception area as well as an administrative workspace.
• This position regularly interacts with Central Office staff, Case Management, other LEAP departments, individuals supported, families, visitors, and community partners.
• Some local or regional work-related travel may occasionally be required.

Physical Requirements:

Work is performed primarily in an office environment. The position requires the ability to sit for extended periods while performing computer-based work; stand and walk throughout the workday; use computers, telephones, and other office equipment; perform repetitive typing and data-entry tasks; and occasionally bend, reach, push, pull, or lift office materials and supplies weighing up to 25 pounds.

Reasonable accommodations may be provided to enable qualified individuals with disabilities to perform the essential functions of the position.

LEAP is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.