Administrative Assistant
Reports to: Director of Administration
Employment Type: Full Time
Location: Quality Care Access
311 Darling Ave, South Portland, ME
Salary: $21-$23/hr.
Quality Care Access provides residential supports for adults with intellectual disabilities and autism spectrum disorders. We are committed to delivering the highest level of care and individualized support to every person in our home-based programs.
Position Summary
The Administrative Assistant serves as the first point of contact for visitors, employees, clients, families, vendors, and community partners. This position is responsible for coordinating daily office operations and providing administrative support. The Administrative Assistant plays a critical role in creating a welcoming environment while supporting compliance, communication, and organizational effectiveness.
Key Responsibilities
Reception & Customer Service
- Greet and assist visitors, clients, vendors, and staff professionally.
- Answer and direct phone calls, emails, and inquiries.
- Manage visitor logs, mail, packages, appointments, and meeting schedules.
- Deliver exceptional customer service while maintaining confidentiality.
Office Administration
- Support daily office operations and administrative support.
- Maintain accurate electronic and paper filing systems.
- Prepare correspondence, reports, and business documents.
- Assist with employee onboarding and support leadership with special projects.
Technology & Records Management
- Administer Google Workspace (Gmail, Drive, Docs, Sheets, Calendar, Meet).
- Provide basic technical support and manage document organization.
Office & Facility Management
- Monitor inventory, order office supplies, and track expenses.
- Maintain a clean, organized, and efficient office environment.
Residential & Healthcare Support
- Provide administrative support to residential and healthcare teams.
Compliance & Confidentiality
- Protect confidential employee, client, and organizational information.
- Ensure compliance with HIPAA, state regulations, and agency policies.
- Support audits, inspections, and accreditation activities.
Qualifications & Requirements
Education
- High School Diploma or GED Required
- Associate’s degree in Business Administration, Healthcare Administration, or related field preferred.
Experience
· Minimum of 2 years of administrative, office management, receptionist, or healthcare office experience required.
· Experience in residential services, healthcare, behavioral health, intellectual/developmental disabilities, or human services preferred.
Skills and Competencies
- Proficient in Microsoft Office Suite and Google Workspace.
- Strong organizational and time-management skills.
- Excellent verbal and written communication skills.
- Ability to multitask and prioritize responsibilities in a fast-paced environment.
- Ability to maintain confidentiality and professionalism.
- Detail-oriented with strong problem-solving abilities.
- Knowledge of HIPAA and healthcare confidentiality standards preferred.
Physical Requirements
- Prolonged periods of sitting, standing, and working at a computer.
- Ability to lift and carry office supplies up to 25 pounds.
- Ability to operate standard office equipment including computers, printers, copiers, and telephones.
Work Environment
- Professional office environment supporting residential and healthcare service operations.
- Frequent interaction with employees, clients, family members, vendors, and community partners.
Benefits
· Health & Dental Insurance
· PTO (Paid time off)
Pay: $21.00 - $23.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Paid time off
Experience:
- administrative, office management, or healthcare office : 2 years (Required)
- Microsoft Office Suite and Google Workspace: 2 years (Required)
Work Location: In person
