Administrative Assistant

Administrative Assistant

The Administrative Assistant is responsible for providing high-level administrative, clerical, and organizational support to ensure the efficient daily operations of the agency. This role requires professionalism, attention to detail, confidentiality, and the ability to multitask in a fast-paced environment. The ideal candidate will demonstrate strong communication skills, exceptional organization, and advanced proficiency in administrative systems and processes.

Primary Responsibilities

• Perform routine administrative tasks including filing, typing, copying, printing, binding, scanning, sorting mail, and organizing documents.
• Generate and distribute internal and external correspondence such as memos, letters, emails, faxes, phone calls, meeting minutes, and other written communication.
• Draft letters and emails on behalf of leadership and other office staff.
• Maintain computer and manual filing systems across multiple departments.
• Serve as a central point of contact for the office by monitoring incoming calls, emails, voicemails, visitors, deliveries, and staff requests and appropriately routing information and requests.
• Provide administrative support for new-hire onboarding, including preparing materials, assisting with required documentation, establishing files, and coordinating with HR, training, and supervisors.

Communication & Customer Support

• Provide polite, professional, and timely communication to staff, prospective employees, clients, visitors, and vendors.
• Ensure information is communicated accurately to appropriate contacts while maintaining updated contact lists.
• Greet and support visitors, including new hires, prospective employees, clients, and delivery personnel.

Data, Reporting, & Confidentiality

• Assist with collecting, organizing, and analyzing data for regularly scheduled reports.
• Support program audits by preparing documentation and generating required reports.
• Process, organize, scan, upload, file, and route invoices, financial documents, statements, and other records to the appropriate department while maintaining accuracy and confidentiality according to agency policies and state regulations.

Organization & Systems Management

• Develop and maintain organized filing systems and administrative processes to ensure efficiency across departments.
• Maintain office supply inventory by monitoring stock levels, forecasting needs, placing orders, and tracking invoices and receipts through preparation, scanning, uploading, and verification.
• Ensure office equipment is maintained by performing basic preventative tasks, arranging repairs, tracking equipment inventory, and evaluating new tools or systems as needed.
• Maintain and organize electronic records within SharePoint and other agency-approved systems, including scanning, uploading, naming, filing, and retrieving documents according to established procedures.
• Maintain tracking and records for agency property, equipment, vehicles, phones, keys, and other assigned assets, including inventory, assignments, documentation, and related maintenance or replacement needs.

Professional Development & Collaboration

• Maintain current professional and technical knowledge by attending required trainings, development opportunities, and educational workshops.
• Assist with project planning, special assignments, and company-related errands as needed.
• Provide administrative support for agency meetings, committees, employee events, training activities, and special projects, including scheduling, preparation, documentation, communications, and task tracking.
• Contribute to overall team success by supporting related tasks and cross-department needs.

Other Duties

• Perform additional responsibilities as assigned to support day-to-day operations and organizational goals.

Required Experience, Education & Proficiencies

• Must be 18 years or older
• Valid PA Driver's License
• Successful completion of background checks per state regulations
• Successful completion of drug screening
• Minimum 2 years of proven administrative or assistant experience
• Advanced proficiency in Microsoft Office, especially Microsoft Excel
• Experience in IDD/Mental Health field preferred
• Experience in data analysis, data collection, and report generation
• Experience with inventory control, document management, budgeting, reconciliation, and reporting preferred

Required Skills

• Ability to type at least 40 WPM
• Strong organizational, time management, and planning skills
• High level of discretion, confidentiality, and good judgment
• Patience, professionalism, and emotional intelligence
• Strong resourcefulness and problem-solving abilities
• Excellent verbal and written communication skills with strong accuracy and attention to detail
• Critical thinking and decision-making capabilities
• Ability to multitask, prioritize workload, and adapt to changing needs
• Ability to learn new systems and follow step-by-step processes reliably

Physical & Mental Demands

The physical and mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this role. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential job duties.

To perform this job successfully, the employee is frequently required to be physically active. Daily movements and tasks include:

• Ability to sit, stand, squat, bend, and pivot for extended periods
• Ability to lift and carry items over 30 pounds
• Ability to tolerate exposure to standard scents and cleaning chemicals (e.g., laundry detergent, bleach, general cleaning supplies)
• Ability to perform CPR as required
• Ability to maintain physical stamina during extended administrative, organizational, and clerical tasks

This position also requires sustained mental focus, attention to detail, and the ability to manage multiple priorities while remaining calm, professional, and organized in a fast-paced environment.

Other Skills and Abilities

• Ability to attend meetings on-site and off-site as needed
• Proficiency in communication using mobile devices, computer systems, and agency-approved applications
• Comfortable working in environments with frequent interruptions while maintaining accuracy and professionalism
• Flexibility to shift tasks, adjust schedules, and reprioritize based on organizational needs

Reports: to Director of Human Resources