Administrative Assistant

Job Description

Job Description

About Company:

Pathways to Independence, Inc. is a private nonprofit organization providing pre-vocational and vocational training opportunities to adults with disabilities. PTI was founded in 1978, as a sheltered workshop, by a group of concerned community members who recognized the need in the West Hudson, South Bergen areas for vocational training and employment for persons with disabilities. Since then, the agency has continued to expand its spectrum of services to include assisting people with various disabilities in pertinent employment settings. 

Our commitment is to provide the best quality services possible to consumers we serve. Through the training programs PTI offers, it is our intent that each individual will develop the skills necessary to create his or her own future, filled with promise of dreams realized. 

Pathways to Independence, Inc. is approved for service by the New Jersey Division of Vocational Rehabilitation Services, the New Jersey Division of Developmental Disabilities, the Commission for the Blind and Visually Impaired and New Jersey Transit. Among our many programs, the following have received state certification and national accreditation from the Commission on Accreditation of Rehabilitation Facilities and the Division of Developmental Disabilities:

• Community Services: Community Integration 
• Employment Services: Trial Work Experience.
• Employment Services: Comprehensive Vocational Evaluation Services
• Employment Services: Employee Development Services
• Employment Services: Organizational Employment Services
• Community Employment Services: Pre-Placement. Placement
• Community Employment Services: Job Development (Intensive Services).

About the Role:

The Administrative Assistant/ Office Support Professional plays a crucial role in ensuring the smooth and efficient operation of the office by providing comprehensive administrative support to the Executive Director and the team. The role requires meticulous attention to detail in maintaining records and managing multi-line phone systems to facilitate effective communication. By performing general clerical duties and managing office supplies, the Administrative Assistant helps create an organized and professional work environment. Ultimately, this position supports the overall success of the organization by enabling seamless administrative processes and fostering effective collaboration across departments.

Minimum Qualifications:

• High school diploma or equivalent required; associate degree or higher preferred.
• Proven experience in an administrative or office support role.
• Ability to multitask and prioritize in a fast-paced environment.
• Familiarity with multi-line phone systems and office communication tools.
• 3 years administrative/ clerical experience
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Valid NJ drivers license or the ability to obtain one 30 days after date or hire. 

Preferred Qualifications:

• 2 years experience in working in a Social Service organization
• Knowledge of records management best practices and confidentiality protocols.

Responsibilities:

• Manage and maintain executive and team calendars, scheduling appointments and coordinating meetings to ensure optimal time management.
• Operate multi-line phone systems to handle incoming calls, direct inquiries, and take messages promptly and professionally.
• Perform general clerical duties such as filing, data entry, photocopying, and managing office supplies to support daily office functions.
• Maintain accurate and organized records, including confidential documents, correspondence, and reports, ensuring easy retrieval and compliance with company policies.

Skills:

The required skills such as general administrative tasks, calendar management, and arranging meetings are essential for coordinating daily schedules and ensuring efficient workflow. General clerical skills and records management are used daily to keep the office organized and maintain accurate documentation, which supports decision-making and compliance. Operating a multi-line phone system demands excellent communication skills and professionalism to handle inquiries and relay messages effectively. Preferred skills like proficiency in office software and familiarity with travel platforms enhance productivity and enable the Administrative Assistant to perform their duties with greater efficiency and accuracy.