Administrative Assistant Cabot

Job Title: Administrative Assistant

Department: Adult Clinical Services, Jobs 4 U Cabot

Reports To: Supportive Employment Coordinator

FLSA Status: Hourly-Non-Exempt

Summary: The Administrative Assistant reports directly to the Supportive Employment Coordinator and provides comprehensive administrative and clerical support to ensure the efficient daily operation of the program. This position is responsible for maintaining accurate attendance and billing records, supporting staff and members, coordinating administrative processes, and assisting with program activities while maintaining confidentiality and compliance with organizational policies. The Administrative Assistant is also the facility Receptionist and is responsible for answering calls on a multi-line telephone system, directing callers to appropriate personnel, taking messages, announcing visitors, etc.

The Administrative Assistant also performs the following duties.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Maintain accurate daily member attendance by entering and verifying attendance in the electronic attendance and billing system using transportation logs, classroom sign-in sheets and facility sign-in and out forms; resolve attendance and billing discrepancies in collaboration with the Supportive Employment Coordinator.
• Review transportation logs for accuracy and completeness, enter daily mileage into billing spreadsheets, and maintain accurate transportation records.
• Provide administrative office support by answering phones, greeting visitors, sorting and distributing mail, maintaining office organization, ordering supplies, and receiving deliveries.
• Create, organize, and maintain member records, including attendance, transportation logs, payroll documentation, face sheets, active member lists, Work Instructor rosters, and annual fiscal year files while ensuring accurate electronic and paper filing systems.
• Prepare weekly absentee reports, contact members regarding absences, send follow-up "We Miss You" cards as appropriate, and complete member earnings verification documentation.
• Assist with new member enrollment documentation including face sheets and update and distribute member data sheets as goals and service plans are revised.
• Support program operations by assisting Work Instructors with curriculum preparation, purchasing classroom materials and activity supplies, coordinating Fun Friday and other program purchases, and preparing participant and transportation rosters for special events.
• Create flyers and promotional materials using Canva or other graphic design platforms and maintain awareness of community activities for participation and community partnerships, including updates with the Cabot Chamber of Commerce.
• Utilize Microsoft Word, Excel (including formulas), PowerPoint, Canva, and electronic attendance and billing systems to complete administrative tasks efficiently and accurately.
• Maintain confidentiality of member information in accordance with HIPAA and organizational policies; communicate professionally, respectfully, and effectively with members, families, staff, vendors, community partners, visitors, and the public while representing the organization in a positive manner.
• Perform other duties and special projects as assigned by the Supportive Employment Coordinator or Director of Transitional Support Programs.
• Ensure accuracy of electronic records and maintain organized digital and paper filing systems.
• Troubleshoot basic administrative and communication issues as they arise.

Supervisory Responsibilities: This position has no supervisory responsibilities.

Competencies: To perform the job successfully, an individual should demonstrate the following competencies.

All employees of AEDD have a legal and ethical responsibility to maintain consumer privacy, including obligations to protect the confidentiality of Consumer Information and other Confidential Information such as financial data and operational information pertaining to the organization. Unauthorized release of information such as information regarding staff, consumers or internal business of AEDD…