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.

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 Maine Care 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.

• 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…