Administrative Assistant, Adult Day Services

Provide administrative, accounts payable, and accounts receivable support to the director and staff of the Adult Day Center program. The position serves as the main customer interface to participants, families, and guests as they enter the program facility or call with questions.

• Deliver exemplary customer service to internal and external customers, answering inquiries about the Adult Day Center program via email, telephone, and in person; prepare and distribute outgoing communications such as letters, phone calls, and voicemail greetings.
• Answer incoming calls and voicemails promptly, log all communications, delegate to appropriate team members, and minimize voicemail usage.
• Maintain participant records and files; create new participant files (paper and electronic) upon enrollment, ensuring completion of all paperwork related to billing and keep files through participation; manage discharge processing in coordination with Accounts Receivable and ADC staff.
• Track participant attendance statistics daily, record data following state, federal, insurance, and ADC guidelines; prepare and submit required reports; print and file attendance reports yearly or at discharge; collaborate with the Transportation Coordinator to ensure accurate attendance tracking for billing purposes.
• Record participant admissions and discharges; prepare and send internal monthly reports.
• Prepare and send departmental billing according to Accounting Department and funder guidelines, including Medicaid, CACFP, MEAAA, VA, DMH, insurance companies, private pay, scholarships, and rentals.
• Track volunteer hours weekly, log them in an Excel spreadsheet, and submit monthly reports to the Volunteer Coordinator.
• Coordinate daily transportation needs with the Transportation Coordinator, prepare driver rosters, and produce related reports.
• Compile and prepare the monthly calendar for ADC, coordinate review and approvals, submit to Marketing, and distribute the calendar to staff and participants; send monthly menus and newsletters to Marketing for website posting.
• Prepare monthly receipts and expense reports for approval and submission.
• Compile and complete online purchase orders following JCC procedures; manage office supply inventory and coordinate orders with Accounting.
• Prepare deposits as needed, following Accounting protocol.
• Assist with the preparation of grant proposals when required.
• Provide general administrative support to ADC staff and the director as needed.
• Pick up and distribute departmental mail daily.
• Perform additional duties as assigned by the supervisor.

• High School Diploma or GED required; college degree preferred.
• Prior customer service experience in a fast‑paced environment is required.
• Prior accounts receivable or accounts payable experience is required.
• Strong written and oral communication skills.
• Ability to multitask, manage changing priorities, and maintain detail‑orientation and organization.
• Demonstrated proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Access, Outlook). Ability to learn new software applications as needed.
• Experience with common office equipment (multi‑line phone, fax, copier, scanner, printer).
• Experience with business automation, payroll software, Adobe Acrobat, and databases;
  Salesforce proficiency is a plus.
• Flexibility to work weekends and evenings as required; willingness to volunteer for event setup and teardown, which may involve hours outside normal business hours.
• Commitment to the inclusive mission of the J.
• Must be able to read and understand written materials and instructions.

• Able to bend and lift objects up to 20 pounds, work seated at a desk, and move throughout the building.
• Position requires registration on the MO Family Care Safety Registry, maintained throughout employment.