Administrative Assistant (Residential Services) - New Iberia, LA

ARC OF ACADIANA INC•New Iberia, LA

4d•Onsite

About The Position

Under the direction of the Program Director/Program Manager, the Residential Administrative Assistant provides administrative, financial, and operational support for the program. This role maintains accurate records, supports regulatory and billing requirements, and helps ensure daily office functions are completed efficiently. The Administrative Assistant also provides program support in the absence of the Director/Manager. The ideal candidate is dependable, organized, and able to follow established procedures while maintaining confidentiality.

Requirements

High school diploma
At least three years of administrative experience
Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
Professional communication and interpersonal skills
Discretion and confidentiality when handling sensitive information
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
Strong organization and prioritization abilities
Sound judgment and effective problem-solving
Dependability and accountability
Accuracy and attention to detail
Ability to manage multiple responsibilities and meet deadlines
Collaborative, service-focused approach to supporting program operations
Ability to sit, stand, bend, and move throughout the office environment
Ability to lift and carry light to moderate office materials

Responsibilities

Maintain client financial records in accordance with ICF/DD guidelines, including monthly deposits, debits, and reconciliation of client bank statements.
Complete new client long-term care (LTC) applications, annual renewals, and Social Security representative payee forms.
Prepare client census reports and process out-on-pass and bed-fee documentation.
Monitor and maintain client imprest funds and office petty cash.
Create invoices for monthly billing and follow up on past-due balances.
Process annual licensing renewals and maintain required records.
Monitor staff training requirements and records.
Conduct required Office of Inspector General (OIG) and adverse action checks for staff.
Manage supply inventory and coordinate approved purchases.
Maintain the purchase order system and appropriately code invoices and bills using assigned department codes.
Track and monitor vehicle usage and maintenance.
Coordinate incoming and outgoing mail for the program and participants.
Maintain organized and accurate program filing systems.
Assist with the preparation of payroll spreadsheets.
Maintain current staff and client listings.
Provide administrative support to the Program Director/Program Manager and general office support as needed.