Administrative Assistant, Finance

The Arc Of Union County • Springfield, NJ

12h • $0 - $20 • Onsite

About The Position

The Administrative Assistant provides high-level administrative, clerical, and operational support to multi-departmental teams at The Arc of Union County. This specialized role is directly responsible for handling, processing, and safeguarding highly sensitive documentation across the agency's diverse programming, including departmental operating budgets, program performance metrics, and Protected Health Information (PHI). The successful candidate ensures strict compliance with federal and state regulations while maintaining smooth day-to-day office operations to support our mission of empowering individuals with intellectual and developmental disabilities and their families. This role is responsible for Document Management & routine administrative agency Departmental Assistance specific but not limited to file and sort physical and digital documents that contain sensitive information, including departmental budgets, metric reports, and/or Protected Health Information (PHI) for various departments when and where assigned to assist.

Requirements

• High School Diploma preferred and/or comparable industry experience.
• Minimum of 5 years of proven experience as an administrative assistant, ideally within a healthcare, human services, or non-profit setting.
• Direct experience or foundational knowledge working within the New Jersey Division of Developmental Disabilities (DDD) framework.
• Clear understanding of HIPAA guidelines and privacy laws concerning electronic and physical medical records management.
• Proficient with Microsoft Office Suite (Word, Excel, Outlook) and general office machinery (scanners, copiers) and Database Navigation.
• Ability to timely initiate and professionally respond to all communications through e-mail and in person when and where required.
• Must be able to analyze, compute, hear, and repeat information, take notes, read documents, generate written information, independently problem solve, tolerate interruptions, maintain positive public relations, organize, verbally communicate, and converse with a diverse group of people.

Responsibilities

• Handle, process, and safeguard highly sensitive documentation across the agency's diverse programming, including departmental operating budgets, program performance metrics, and Protected Health Information (PHI).
• Ensure strict compliance with federal and state regulations.
• Maintain smooth day-to-day office operations.
• File and sort physical and digital documents that contain sensitive information, including departmental budgets, metric reports, and/or Protected Health Information (PHI) for various departments when and where assigned to assist.
• Initiate and professionally respond to all communications through e-mail and in person when and where required.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED