Administrative Assistant

Job Description

Job Description

Position Summary

The Administrative Assistant provides administrative and clerical support to ensure the efficient operation of the office. This position serves as the first point of contact for visitors, employees, clients, family members, and community partners while maintaining a professional, welcoming, and organized environment. The Administrative Assistant performs a variety of office duties to support daily agency operations, Human Resources, compliance activities, and leadership as needed within an Intellectual and Developmental Disabilities (IDD) service organization.

Essential Duties and Responsibilities

·         Answer phones, greet visitors, and provide professional front-office support.

·         Maintain a clean, organized reception area and manage incoming and outgoing mail, packages, and correspondence.

·         File, scan, organize, and maintain paper and electronic records in accordance with company policy.

·         Assist with data entry, reports, logs, spreadsheets, and other administrative documents.

·         Schedule appointments, meetings, trainings, and support calendar coordination for management.

·         Maintain office supplies and equipment and coordinate service or repairs as needed.

·         Support Human Resources with onboarding paperwork, employee files, training records, payroll documentation, and credentialing activities.

·         Assist with compliance, licensing, accreditation, and audit preparation by maintaining organized documentation and requested records.

·         Prepare meeting materials, packets, forms, and other office documents as needed.

·         Maintain confidentiality of employee, client, and organizational information.

·         Perform other administrative and operational duties as assigned to support agency operations.

Qualifications

Education

·         High School Diploma or GED required.

Experience

·         Minimum of one (1) year of administrative, clerical, customer service, or office support experience preferred.

·         Experience in healthcare, human services, IDD services, home care, or a related field preferred.

Knowledge, Skills, and Abilities

·         Strong communication, customer service, and interpersonal skills.

·         Ability to maintain confidentiality and professionalism.

·         Proficiency in Microsoft Office Suite and other office technology.

·         Ability to prepare accurate reports, records, and documentation.

·         Strong organizational, time management, and multitasking abilities.

·         Attention to detail and accuracy.

·         Ability to work independently and as part of a team.

·         Professional interaction with employees, individuals receiving services, families, vendors, and community stakeholders.

Physical Requirements

·         Ability to sit, stand, walk, bend, and reach throughout the workday.

·         Ability to lift and carry up to 25 pounds occasionally.

·         Ability to use standard office equipment, including computers, printers, copiers, fax machines, and telephones.

Work Environment

This position primarily works in an office setting and may occasionally interact with individuals receiving services, family members, visitors, employees, and community stakeholders. Professional appearance, conduct, and confidentiality are required at all times.