Administrative Assistant, Springfield, MA

Job Description

Job Description

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.