Administrative Assistant

Brightli • Indianapolis, DE

10d

About The Position

The Administrative Assistant develops methods to improve efficiency, keep the office functional, and maintain an organized and pleasant working environment. The role provides courteous, respectful assistance to people who call or visit the facilities, serves as a receptionist or backup receptionist when needed, and maintains office records. The position supports administrative operations, meetings, communications, supplies, equipment, and—in applicable settings—billing and accounting tasks.

The role requires strong customer service and communication skills, computer proficiency, attention to confidentiality, and the ability to follow written and verbal instructions. A high school diploma or equivalent is required. An applicable associate’s or bachelor’s degree and one to three years of clerical, administrative, or other applicable experience are preferred. Employment is contingent on required background checks, orientation, training, and driver and insurance qualifications.

Requirements

• High school diploma or equivalent certificate.
• Ability to add, subtract, multiply, and divide using whole numbers, common fractions, and decimals.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to communicate effectively with groups of residents, organization employees, family members, and community contacts.
• Strong customer service skills.
• Computer knowledge, including Word, Excel, internet platforms, and other electronic media.
• Ability to communicate accurately and effectively in verbal and written form.
• Ability to apply logic and understanding to carry out written, oral, or diagram-form instructions.
• Ability to address problems involving several concrete variables in standardized situations.
• Successful completion of background checks, including criminal record, driving record, abuse/neglect, and fingerprint checks.
• Completion of New Hire Orientation at the beginning of employment and required training, including Relias, at the beginning of employment and annually thereafter.
• Current driver’s license, acceptable driving record, and current auto insurance.

Nice To Haves

• Associate’s or bachelor’s degree in an applicable field, such as human resources or social services, from an accredited institution.
• One to three years of experience providing clerical or administrative support, or other applicable experience.
• Advanced computing skills, including databases, web browsers, email interfaces, and MS Office products.

Responsibilities

• Demonstrate sensitivity and responsibility to management needs and attend all mandatory meetings.
• Take and maintain meeting minutes; maintain and update resource materials for service line staff.
• Perform general office duties, including mailing, filing, typing, and organizing.
• Answer telephone calls, relay messages, and communicate effectively with colleagues.
• Gather, organize, and summarize information requested by supervisors, faculty, or staff for meetings or conferences.
• Train colleagues in the use of common office equipment.
• Manage meeting calendars and arrange meeting facilities, equipment, and meals.
• Greet and assist office visitors; act as receptionist or backup receptionist according to the local schedule.
• Treat clients, families, colleagues, and stakeholders with respect and dignity.
• Comply with HIPAA and confidentiality requirements.
• Maintain current lists of phone numbers, addresses, and colleagues; assist with administrative record keeping.
• Enter data and complete required documentation.
• Distribute mail, messages, and correspondence to personnel.
• Order office supplies and oversee equipment maintenance.
• Assist with general office upkeep and cleaning.
• Manage office or facility bills and invoices and maintain records, if applicable.
• Post transactions to accounting records and the Client Tracking database, if applicable.
• Ensure program service authorizations are current and properly filed, if applicable.
• Research, prepare, and enter invoices and issue maintenance or transportation checks, if applicable.

Benefits

• Paid time off package for full-time employees.
• Health, dental, vision, retirement, and life benefits, among others, for full-time employees.
• Initial, ongoing, comprehensive, and supportive training.
• Advancement opportunities and promotion from within.
• Supportive workplace culture that promotes well-being and health.

What This Job Offers

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