Administrative Assistant

The Methodist Home of Kentucky, Inc.•Owensboro, KY

27d•$15 - $18

About The Position

The Administrative Assistant is part of the administrative support team and helps ensure a professional, welcoming, and efficient office environment for visitors, staff, and external partners. The role serves as the primary front desk coordinator and provides administrative support for program operations, compliance activities, and business office functions. It requires accurate data entry and recordkeeping, meeting coordination, and management of multiple concurrent workflows, including support for regulatory audit preparation and other operational functions. The position promotes the mission and values of Kentucky United Methodist Homes (KYUMH) and demonstrates trauma-informed care through safety, consistency, supervision, and support for youth. It handles confidential client and employee records, contributes to compliance and quality improvement work, supports client travel and service coordination, and performs purchasing, inventory, and routine financial administration. This is a full-time position working Monday through Friday in a professional office that also serves as a living home environment for clients. The role uses standard office equipment and involves occasional standing, walking, sitting, reaching, bending, kneeling, climbing stairs, and lifting or moving up to 25 pounds. Required conditions include maintaining a valid driver’s license and acceptable driving record, completing background and fingerprint checks and drug screenings, maintaining required trainings including CPR/First Aid, and maintaining required vaccinations.

Requirements

Bachelor’s degree in education, psychology, sociology, or another relevant behavioral science.
Five years of progressive employment with a social services or childcare agency or organization.
Maintain a valid driver’s license and acceptable driving record.
Submit to federal and state background and fingerprint checks.
Submit to pre-employment and random drug screenings.
Maintain required trainings, including CPR/First Aid.
Maintain required vaccinations.
Demonstrate appointment coordination, attention to detail, effective warm and professional communication, stress management, honesty, adaptability to new technology, organizational skills, personal accountability, task management, teamwork, and time management.
Practice strict confidentiality with clients and employees, including with respect to situational incidents.
Follow professional and friendly telephone and visitor greeting protocols and demonstrate travel planning skills.

Nice To Haves

Experience working with diverse populations, including refugee and/or unaccompanied children and adolescents.
Office management experience and proficient computer skills.

Responsibilities

Serve as the primary front desk coordinator by answering and directing incoming calls and providing general administrative support.
Greet and process visitors through the Raptor system, coordinate campus escorts, maintain visitor logs, and follow confidentiality requirements.
Schedule and coordinate meetings, appointments, events, training sessions, and facility use; prepare the Annex room and meeting materials, and take meeting minutes as requested.
Update and distribute campus phone lists and other administrative communications.
Communicate critical information during campus emergencies using approved communication systems and appropriately use agency telephone, voicemail, and communication systems.
Perform other administrative duties as assigned to support program operations.
File, store, retain, and destroy confidential records in accordance with agency requirements; process discharge packets and maintain file storage and archival records.
Support regulatory audits, monitoring reviews, accreditation activities, corrective action processes, and compliance monitoring; manage assigned projects related to regulatory reviews, accreditation, and quality improvement.
Enter and maintain data in federal databases and internal systems within required timeframes; track time-sensitive documentation across departments.
Scan, upload, organize, and maintain electronic and paper records.
Maintain tracking systems and documentation for program operations and compliance activities; gather information and prepare reports for internal and external stakeholders.
Support business office operations and special projects as assigned.
Coordinate initial New Employee Orientation with applicable departments.
Assist with travel arrangements and transportation for youth; communicate travel information to program staff and care team members.
Coordinate professionally with attorneys, immigration officials, external providers, and partner agencies.
Process purchase requisitions and maintain associated records; order, receive, and track office supplies and operational materials.
Process credit card documentation and reporting requirements; maintain inventories, including agency apparel and other designated items.
Accept, document, and report monetary and in-kind donations; support billing activities, vendor coordination, and routine business office functions.
Work cooperatively with employees to support the agency mission and model professionalism, humility, teamwork, self-awareness, and commitment to agency values.
Maintain a positive and professional image of KYUMH with clients, visitors, staff, and external stakeholders.