Administrative Assistant

Evergreen Life Services•Madisonville, KY

21d•Onsite

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About The Position

To provide appropriate office management and administrative support to the Executive Director.

Requirements

High School degree or GED.
At least one (1) year of related experience and/or training; or equivalent combination of education and experience.
Ability to write and edit effectively; ability to communicate the written and spoken work with tact, diplomacy, and/or authority when necessary.
Possesses good organizational skills, is able to meet deadlines, is a self-starter, and is able to work under pressure.
Ability to meet the public in a manner that reflects creditably upon the organization and must have the ability to deal with individual(s) served and staff in a manner that is conducive to harmony and their best efforts.
Must be adaptable and can make decisions.
Must have understanding, patience, and tact in dealing with individual(s) served, their families, or advocates, and other agencies involved in providing supports for individual(s) served.
Must have the ability to maintain good working relationships with Evergreen staff and with contacts from other agencies or entities.
Must be able to prioritize work tasks under the general direction.
Must be able to work without close personal supervision.
Project a proper appearance for Evergreen.
Duties are highly confidential and require comprehensive knowledge of Evergreen's policies, procedures, and operations. Responsibilities require discretion, judgment, tact, and poise.
Working knowledge of Microsoft Windows and Office applications.
Working knowledge of Google Workspace.
Aptitude to learn other software programs as required for this position.
Must have a good driving record that meets the minimum requirements for Evergreen and reliable transportation.
Must pass a drug screen and criminal background check.

Nice To Haves

A bachelor’s degree in Business or Management and Administration is preferred.
Prior work in a non-profit atmosphere and experience with people with intellectual and developmental disabilities are preferred.
Availability for evening and weekend work may be required based on operational needs.

Responsibilities

Prepare and maintain office correspondence and reports (i.e., payroll, employment, accounting, and people served) in accordance with policy and procedures.
Maintain the office in an environment conducive to efficient work.
Prepare and submit invoices, billings, admittance paperwork, and application for all local, state, and federal agencies, as well as to the Corporate Office in Louisiana, as required.
Audit reports and/or files (i.e., petty cash, employee, financial, individuals, etc.) and report any findings to the Executive Director or the Finance Department at Corporate Office.
Maintain Policy and Procedure Manuals and Consultants/Contracts documentation.
Assist with training as required by the Executive Director.
Maintain office petty cash and reimburse as needed.
Complete monthly checks as required by the Executive Director and submit to the appropriate department(s).
Oversee the onboarding process for all new employees and ensure all documentation is completed timely and accurately.
Advise staff and process all paperwork on issues regarding Human Resources (i.e., transfers, FMLA, terminations, resignations, promotions, status changes, health insurance, life and disability insurance, 401k, medical reimbursement accounts, and electronic deposits).
Coordinate Workers' Compensation programs and advise staff as needed.
Conduct training as needed on payroll procedures, time entry, and invoice processing.
Train employees regarding vehicle safety and accident procedures, and act as a safety advocate for the Division.