Administrative Assistant

The Administrative Assistant provides essential support to the Residential Department, ensuring smooth operations through daily administrative tasks, compliance tracking, and assistance to the Residential Director and management team. This role will organize meetings, track projects, and manage deadlines to improve departmental efficiency.

Key Responsibilities:

• Document and Report Preparation: Compile and prepare reports, business correspondence, and other materials as needed.
• Communication and Office Support: Handle calls, visitor management, mail distribution, and routine inquiries; maintain an organized filing system for both office and program-related materials.
• Scheduling and Coordination: Manage calendars, appointments, and office supply orders; coordinate hiring tasks such as form management, scheduling, and reference checks in collaboration with HR.
• Meeting Support: Organize meetings, prepare agendas, reserve spaces, and transcribe minutes; track action items and deadlines.
• Compliance and Operations Tracking: Maintain operational trackers (e.g., audits, incident reports), provide status updates, and ensure compliance deadlines are met.
• General Office Management: Support typing, filing, and copying tasks, particularly in the absence of other staff, and ensure routine office functions are maintained.
• Professional Conduct: Follow all agency policies and demonstrate effective communication with co-workers and consumers.
• Mandatory Training: Attend required in-service training and master any agency-specific software or technology.

Attendance and Punctuality: Maintain consistent attendance and punctuality, ensuring responsibilities are managed during absences and arriving promptly for meetings and appointments.

• Proficiency in English is required to perform essential job functions, including preparing written reports, understanding safety instructions, and communicating with individuals we serve and your team members.
• Strong organizational and interpersonal skills
• Effective team player with excellent oral and written communication skills
• Detail-oriented with a focus on quality and accuracy
• Strong problem-solving skills with the ability to meet deadlines
• Skilled in project management and upholding agency policies, procedures, and ethical standards
• Maintains confidentiality with professionalism
• Proficient in Microsoft Office and office equipment operation

Physical Demands:

While performing the duties of this job, the employee is required to stand, sit, use hands to finger, handle or feel, talk and hear. Specific vision abilities include close vision, distance vision and ability to adjust focus. Must bend and stretch to do filing in existing cabinets.

Work Environment:

The environment in the office setting offers no particular, unusual situations, although some sites may have stairs and those must be navigated. The position requires the ability to work in a busy, occasionally noisy office, with a great deal of people coming in and out throughout the day.

Benefits:

• Medical and dental insurance.
• Paid time off – vacation and sick leave.
• Life insurance.
• 403(b) retirement