Administrative Assistant

Job Details:
Location - Oklahoma City, OK 73105 Position Type:
Full Time Salary Range: $15.00 - $17.00 per hour.

Under the direct supervision of the Director of Human Resources, the Administrative Assistant will act as a front‑desk receptionist at Pivot’s southwest entrance and perform a range of administrative and clerical tasks. The role includes organizing files, data entry, scheduling, mail handling, maintaining offices, supporting staff, and presenting Pivot’s core values of connection first, relentless compassion, and a commitment to never settle.

• Act as a secondary receptionist at Pivot’s southwest (front) entrance: welcome visitors, notify staff, redirect visitors, facilitate donations, receive, sort, and log all mail and packages, maintain mail room, fill copier, check faxes, operate postage meter, answer questions about meeting rooms and vehicles, manage vehicle key and badge check‑outs, create employee s, manage security equipment and software, log entry during drills.
• Administrative duties: make reference calls during new employee onboarding, organize and facilitate New Employee Orientation and maintain HR NEO presentations, coordinate employee training and recertification for CPR/First Aid/AED and Managing Aggressive Behaviors (MAB), maintain online HR databases, maintain driver insurance policy, keep up‑to‑date record of all agency job descriptions and training checklists, create payroll action forms, produce monthly Pivot Chronicle newsletter, coordinate Employee of the Month activities, assist with scheduling CARS intakes and assembling packets, function as backup for Unique Needs requests, schedule meetings, update and sort files, draft and proofread correspondence, conduct research, learn new software, and handle any related duties as assigned.

• Must be 21 years of age, pass a national fingerprint criminal background investigation, and not be listed in any registry of sexual offenders.
• Pass a drug screening.
• Adhere to all Pivot and program policies and procedures.
• Demonstrate compliance with confidentiality/privacy standards required by agency and law.
• Demonstrate professional conduct and appearance; be compassionate, respectful, tolerant of diverse identities.
• High School Diploma or GED Certificate; at least two years of office experience preferred.
• Familiarity with productivity tools (Microsoft Office Suite), email systems (Outlook, Gmail), routine clerical work, office equipment operation, strong communication skills, ability to follow verbal and written directions, self‑motivated, highly organized, dependable, trustworthy, 40+ wpm typing, arithmetic calculations, organizational skill, attention to detail.
• Excellent time‑management skills, ability to meet deadlines, prioritize tasks, delegate, and function well in a high‑paced, stressful environment.
• Valid driver’s license and current vehicle insurance verification.

Maintain working relations with staff and public, recognize and maintain confidentiality, work independently when unsupervised, commit to 40 hours a week, and provide appropriate assistance to the public and staff of Pivot Inc.

Valid driver’s license with current vehicle insurance verification.

Within 90 days: attend New Employee Orientation, become CPR/First Aid certified, and complete Managing Aggressive Behaviors (MAB) certification. Understand all agency programs and services and complete additional training as directed.

Work requires ordinary ambulatory skills, light to medium weights up to 20 pounds, good hand‑eye coordination, arm and finger dexterity, visual acuity for keyboard and technical reading, and overall mobility, including sitting for long periods, driving a vehicle, and working under challenging conditions.

Performed indoors with moderate exposure to safety and health hazards related to infections, communicable diseases, blood and body fluids, electrical equipment, and chemicals (e.g., alcohol or bleach). No potential for bodily injury related to lifting and incidents of workplace violence.

Adheres to agency confidentiality policies and procedures, including HIPAA, Privacy, Corporate Compliance, Code of Ethics, and Conflict of Interest.

Supervised by the Director of Human Resources.

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