About this role
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.