Administrative Assistant

Job description:

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.

Responsibilities Overview: Administrative Assistant

• 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., WellSky); 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.

Qualifications:
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.

Key qualifications include:

• 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.

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

Physical & Work Environment Requirements:

• 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 (e.g., Community Mental Health, Department of Human Services)

Transportation Requirements:

• Must have a valid Michigan driver's license and a dependable personal vehicle
• Transportation of clients using your personal vehicle is required
• Must maintain automobile insurance that meets state requirements and remain insurable at standard rates throughout employment
• Travel between work locations is necessary
• Pre-Employment Requirements:
• Must successfully pass a drug screening, physical exam, and criminal background check before employment begins
• Candidates must demonstrate a high level of reliability, flexibility, and professionalism to support individuals with developmental disabilities and/or mental illness across varied environments and schedules.

Our office is open Monday through Friday, from 9:00 AM to 4:00 PM.
For a faster response and to take the next step in joining our team, we encourage you to visit our office in person and fill out an application on-site: VOICE Inc. 3200 James Savage Rd. Ste. 1 (Lower Level) Midland, MI

During your visit, you'll have the opportunity to:

• Learn more about current job openings
• Ask questions about the application process
• Submit any required documents directly to our staff
• Possibly speak with a team member for an initial screening
• Please bring a valid photo ID and any relevant documents (resume, certifications, references, etc.) if available. Walk-ins are welcome, and no appointment is necessary during office hours.
• We look forward to meeting you and helping you begin your journey with us

Job Type: Full-time

Benefits:

• Dental insurance
• Health insurance
• Health savings