Administrative Assistant

Position Summary

As an Administrative Assistant for the Day Habilitation Program, you will play a vital role in supporting the smooth operation of our program. You will provide administrative and clerical assistance to ensure efficient day-to-day functioning, enabling our team to focus on delivering high-quality services to individuals with developmental disabilities. Your organizational skills, attention to detail, and ability to multitask will be essential in this role.

Essential Job Functions

General Administrative Support:

• Answer phone calls and respond to inquiries promptly and professionally.
• Greet visitors and direct them as necessary.
• Maintain accurate records of attendance, schedules, and other relevant information.
• Assist with data entry tasks such as maintaining client databases or updating program-related information.

Documentation Management:

• Prepare documents such as memos, reports, forms, or correspondence accurately and efficiently.
• Organize and maintain physical and electronic files ensuring confidentiality is maintained at all times.
• Assist in compiling data for reports or presentations as required.

Scheduling Assistance :

• Coordinate appointments for clients with staff members or external service providers.
• Help maintain staff schedules by tracking time off requests or changes in availability.

Financial Support:

• Assist with basic financial tasks such as processing invoices or expense reimbursements.
• Maintain accurate records of financial transactions related to the program's activities.

Communication Coordination:

• Facilitate effective communication within the team by distributing memos or other relevant information promptly.
• Collaborate with other departments within the organization when necessary.

Program Support:

• Provide support during program activities including arranging transportation if needed, preparing materials/supplies required for sessions/events etc.,
• Assisting participants during activities when required,
• Ensuring a safe environment is maintained at all times etc.,

Other Functions :

• Demonstrate respect for all people.
• Participate in training, seminars, and conferences as required.
• All other duties as assigned.

Qualifications

Qualifications

• High School Diploma/GED Required, Additional education or certification in office administration is a plus.
• Proven experience as an Administrative Assistant or comparative role.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, and Power Point) and the ability to adapt to new software in an expedited manner.
• Exceptional verbal and written communication skills.
• Excellent organizational and time management skills with the ability to prioritize tasks effectively.
• Strong attention to detail and accuracy in all work performed.
• Ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Self-Starting and ability to work independently and with minimal supervision.
• Ability to readily accept changes and adjust accordingly.