Administrative Assistant

Encircle • Winchester, VA

23d • $0 - $24 • Onsite

About The Position

The Administrative Assistant provides administrative support to staff at the Winchester, Virginia office, using knowledge of agency services to help ensure effective day-to-day operations. The role regularly interacts with internal and external contacts and assists with projects and tasks as assigned. Driving is required, and a clean driving record is critical. The work schedule is Monday through Friday, 8:30 a.m. to 4:30 p.m.

Requirements

• High school diploma or GED, or equivalent of 2–4 years of experience.
• Proficiency in Microsoft Office and working knowledge of computer applications, including word processing, spreadsheets, databases, and presentation software.
• Valid Virginia driver’s license and proof of insurance.
• Access to a personal vehicle and a satisfactory driving record in compliance with the Driver Requirement Policy.
• Knowledge of business office and administrative clerical operations.
• Ability to promote and observe safety and security procedures and use equipment and materials properly.
• Knowledge of and ability to comply with state licensing, Medicaid, and other agency standards.
• Ability to work effectively with people from diverse backgrounds.
• Ability to work the assigned schedule.
• Ability to maintain records and prepare reports and required paperwork in a timely manner according to licensing and agency requirements.
• Flexibility to work at sites other than the usual work location when circumstances warrant.
• Ability to observe health and safety regulations.
• Must not have specified serious driving violations within the last five years, including reckless driving, DUI or impaired driving, certain offenses involving death or injury, driving with a suspended or revoked license, and other violations listed in the posting.
• Must not have passed a stopped school bus or been cited for careless driving within the last three years, or have three or more minor moving violations within that period.

Nice To Haves

• Experience in a Human Services agency.

Responsibilities

• Schedule and maintain appointment calendars and coordinate meetings, interviews, events, and site visits for office staff.
• Prepare and distribute business correspondence using word processing, spreadsheet, and presentation software, as well as fax, postal mail, and email.
• Maintain confidential files, identify missing documents, and communicate file status to appropriate parties.
• Maintain office supply lists; purchase, inventory, and stock supplies and products.
• Order and receive deliveries as needed.
• Prepare meeting minutes, notes, and internal support materials.
• Respond to employee requests and questions within the scope of the role.
• Answer and direct phone calls.
• Greet guests professionally, hospitably, and in a friendly manner.
• Help maintain the building interior according to established procedures and building upkeep requirements.
• Open and close the visitor area, including locking doors, closing blinds, and turning off lights.
• Support new employee processing by gathering employee data, checking forms for accuracy, and forwarding documents for approval and processing.
• Coordinate new-hire processing by scheduling new hires, receiving applications, assisting with applicant screening, arranging interviews, and coordinating needed training.
• Prepare and forward HR-related correspondence to the HR office.
• Track and schedule training and development for agency employees, family care providers, and family care assistants; communicate training noncompliance to the Manager and Regional Manager.
• Track personnel documentation, including evaluations and personnel-file items, using spreadsheets, and notify appropriate staff about missing or needed documents.
• Coordinate new employee orientation in the assigned area.
• Maintain current copies and files of needed forms.
• Prepare, sort, and distribute mail; receive packages and make post office trips as needed.
• Remind staff about timesheet deadlines, required training, and missing personnel-file items.
• Perform other related duties as required and assigned.

Benefits

• Competitive pay starting at $23.50 per hour.
• Medical, dental, vision, disability, life, accident, hospital, critical illness, and pet coverage options.
• 401(k) with match.
• Retention bonus.
• Early wage access via DailyPay.
• Generous paid time off.
• Paid holidays.
• Employee assistance program and chaplain services.
• Educational assistance.
• Professional development.
• Calm app access for the employee, friends, and family.

What This Job Offers

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