Administrative Assistant

Overview

Overview The Administrative Assistant supports the Human Resources, Finance, Interpreting, and Community Living Services (CLS) departments. Key duties include data entry, record tracking, managing staff schedules through web-based software, and coordinating meetings and calendars for leadership. This role also handles a multi-line phone system, directs inquiries, and provides excellent customer service. Frequent communication with staff, clients, vendors, and stakeholders is essential.

By supporting programs for individuals with developmental disabilities and/or mental illness, the Administrative Assistant helps advance the agency’s mission and ensures smooth coordination across departments.

• The Administrative Assistant performs a wide range of office and field-based duties to support multiple departments, ensuring efficient daily operations and adherence to agency protocols. Primary responsibilities include:
• Office & Field Work: 90% office-based, 10% in the field; maintain daily opening and closing procedures.
• Administrative Support:
  Manage mail, supply orders, phone and email communications, digital and paper filing systems across departments (HR, Finance, Interpreting, CLS).
• Documentation & Reporting:
  Timely completion of all required logs, forms, incident reports, and entries (e.g., Well Sky); assist with form creation and content development (e.g., memos, letters, social media).
• Staff Scheduling & Support:
  Maintain flexibility to fill shifts or provide direct care coverage when necessary; assist with job coaching and interpreter scheduling.
• Human Resources:
  Process new hire paperwork, background checks (ICHAT, eVerify), and maintain training and certification records.
• Compliance & Confidentiality:
  Track key compliance data (e.g., training renewals, evaluations, licensing), uphold confidentiality standards.
• CLS Support:
  Review and verify daily documentation; manage consumer files, budgeted hours, and mileage tracking; assist with incident reports and calendar coordination.
• Finance Assistance:
  Support processing of invoices, deposit logs, payee funds, and document submission as needed.
• Customer Service:
  Greet visitors, answer and direct phone/videophone calls, respond to public inquiries, and ensure professional communication at all times.
• Technology & Media:
  Maintain internal digital signage, website, and social media updates as assigned.
• This role also includes special projects or duties as assigned by leadership, requiring adaptability, organization, and strong communication skills.

Ideal candidates will have prior experience in an administrative or similar support role, with a strong foundation in office operations. Familiarity with front desk procedures and multi-line phone systems is beneficial. Bilingual candidates are highly encouraged to apply to better serve our diverse community.

• Proven organizational skills and the ability to manage multiple tasks and meet deadlines.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace tools.
• Strong typing and data entry skills with excellent attention to detail.
• Professional time management and communication skills in a fast-paced environment.
• Experience in medical or dental office settings is a plus but not required.
• This position offers the opportunity to grow professionally in a dynamic and supportive environment. Motivated individuals who are eager to contribute and learn are encouraged to apply.

The ideal candidate will possess strong written, verbal, keyboarding, and interpersonal communication skills, along with proficiency in Microsoft Office applications (Word, Excel, Outlook, etc.).

• Ability to stand for long periods and sit at a computer for extended durations
• Capable of lifting up to 25 pounds unassisted
• Willingness to work flexible hours, including days, evenings, weekends, overnight shifts, and split or multiple shifts per day
• Work assignments may take place in clients’ homes, apartments, or within the local community, depending on service needs
• Shift lengths vary from 15 minutes to 12 hours, as determined by funding agencies…