Administrative Assistant


Department:  Administrative (Non-Exempt)

Hours per week: 40/Full Time

Reports directly to:  The Assistant Director and indirectly to the Director and Corporate.

Job Summary:   

The Administrative Assistant shall be responsible for calculating subsistence due, collecting subsistence payments, updating client census and rosters, and assisting in monthly billing. Assists the Program Director and Assistant Director in sending/receiving correspondence and overall office organization.  

Education and Qualifications:

High School diploma or GED required.  Two years of experience in an administrative assistant role is required.  Additional clerical/secretarial preferred.  Must have experience working with Microsoft Word, Excel, PowerPoint, Outlook, internet-based storage service or other applications.  Must have a valid driver’s license and social security card issued by the U.S. Social Security Administration, and be a United States citizen, permanent resident, or another person lawfully admitted into the United States.  Must pass a federal background check.

Skills and Specifications:

  • Problem-solving, planning and prioritizing
  • Data entry
  • Communication skills – written and verbal
  • Information gathering and monitoring
  • Flexibility, adaptability, teamwork and customer service oriented
  • Microsoft Outlook, Excel, Word, PowerPoint

Job Responsibilities:

The Administrative Assistant shall assume the following job responsibilities:

  • Calculate resident subsistence fees using addition, subtraction, multiplication, and division.
  • Collect resident subsistence fees and account for all monies collected.
  • Maintain multiple rosters pertaining to subsistence collection.
  • Maintain various rosters and keep facility forms updated and stocked.
  • Provide the Program Director with Subsistence Due Roster three (3) times weekly and alert the Program Director of any resident with an outstanding balance.
  • File, organize, shred, and create files.
  • Operate company vehicle.
  • Create Staff & Resident ID.
  • Keep an inventory of office supplies and coordinate ordering with the Program Director and disbursement of supplies.
  • Edit and review documents to ensure accuracy, correcting grammar, spelling or structure errors as necessary.
  • Prepare correspondence to the partner agencies including acceptance letters, terminal reports, etc.
  • Set up the resident medical appointment with follow up on results and related paperwork.
  • Take meeting minutes by hand or computer that will later be documented for compliance purposes.
  • Ensure all company policies, procedures and the employee handbook are followed.
  • Local travel may be required.
  • Complete all annual training required by the contract.
  • Complies with federal, state and local laws and regulations.
  • Reports any violation of company policy, employee handbook Standards of Conduct, etc.
  • Assume and perform other duties as assigned.

“Working Alternatives, Inc. is an Equal Opportunity employer.  All qualified applicants will receive consideration for employment without regard to race, color, religion, sex including sexual orientation and gender identity, national origin, disability, protected Veteran Status, or any other characteristic protected by applicable federal, state, or local law.”

WORKING ALTERNATIVES INC is an EEO employer - M/F/Vets/Disabled
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