Job Title: Administrative Assistant
Department: Adult Clinical Services, Jobs 4 U Cabot
Reports To: Supportive Employment Coordinator
FLSA Status: Hourly-Non-Exempt
Summary: The Administrative Assistant reports directly to the Supportive Employment Coordinator and provides comprehensive administrative and clerical support to ensure the efficient daily operation of the program. This position is responsible for maintaining accurate attendance and billing records, supporting staff and members, coordinating administrative processes, and assisting with program activities while maintaining confidentiality and compliance with organizational policies. The Administrative Assistant is also the facility Receptionist and is responsible for answering calls on a multi-line telephone system, directing callers to appropriate personnel, taking messages, announce visitors, etc. The Administrative Assistant also performs the following duties.
Essential Duties and Responsibilities include the following. Other duties may be assigned.
-
Maintain accurate daily member attendance by entering and verifying attendance in the electronic attendance and billing system using transportation logs, classroom sign-in sheets and facility sign-in and out forms; resolve attendance and billing discrepancies in collaboration with the Supportive Employment Coordinator.
-
Review transportation logs for accuracy and completeness, enter daily mileage into billing spreadsheets, and maintain accurate transportation records.
-
Provide administrative office support by answering phones, greeting visitors, sorting and distributing mail, maintaining office organization, ordering supplies, and receiving deliveries.
-
Create, organize, and maintain member records, including attendance, transportation logs, payroll documentation, face sheets, active member lists, Work Instructor rosters, and annual fiscal year files while ensuring accurate electronic and paper filing systems.
-
Prepare weekly absentee reports, contact members regarding absences, send follow-up "We Miss You" cards as appropriate, and complete member earnings verification documentation.
-
Assist with new member enrollment documentation including face sheets and update and distribute member data sheets as goals and service plans are revised.
-
Support program operations by assisting Work Instructors with curriculum preparation, purchasing classroom materials and activity supplies, coordinating Fun Friday and other program purchases, and preparing participant and transportation rosters for special events.
-
Create flyers and promotional materials using Canva or other graphic design platforms and maintain awareness of community activities for participation and community partnerships, including updates with the Cabot Chamber of Commerce.
-
Utilize Microsoft Word, Excel (including formulas), PowerPoint, Canva, and electronic attendance and billing systems to complete administrative tasks efficiently and accurately.
-
Maintain confidentiality of member information in accordance with HIPAA and organizational policies; Communicate professionally, respectfully, and effectively with members, families, staff, vendors, community partners, visitors, and the public while representing the organization in a positive manner.
-
Perform other duties and special projects as assigned by the Supportive Employment Coordinator or Director of Transitional Support Programs.
-
Ensure accuracy of electronic records and maintain organized digital and paper filing systems.
-
Troubleshoot basic administrative and communication issues as they arise.
Supervisory Responsibilities: This position has no supervisory responsibilities.
Competencies: To perform the job successfully, an individual should demonstrate the following competencies:
Confidentiality - All employees of AEDD have a legal and ethical responsibility to maintain consumer privacy, including obligations to protect the confidentiality of Consumer Information and other Confidential Information such as financial data and operational information pertaining to the organization. Unauthorized release of information such as information regarding staff, consumers or internal business of AEDD constitutes breach of confidentiality. This includes release to other consumers, other staff, family member, or members of the public.
Customer Service - Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; and meets commitments.
Teamwork - Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objectives; and supports everyone's efforts to succeed.
Quality Management - Looks for ways to improve and promote quality and demonstrates accuracy and thoroughness.
Organizational Support - Follows policies and procedures; completes administrative tasks correctly and on time; supports organization's goals and values; benefits organization through outside activities; and supports and respects diversity.
Safety and Security - Observes safety and security procedures; determines appropriate action beyond guidelines; reports potentially unsafe conditions; and uses equipment and materials properly. Employees may not talk on a cell phone while operating a motor vehicle while on company business unless it is safe to do so. Hands free should be used at all times if available. Texting or emailing (reading or writing) while driving is not allowed.
Attendance/Punctuality - Is consistently at work and on time; ensures work responsibilities are covered when absent; and arrives at meetings and appointments on time.
Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience: A diploma or GED and a minimum of three to six months' previous experience is desired.
Certificates, Licenses, Registrations: CPR/First Aid, Arkansas Driver's License, and Auto Liability Insurance
Language: Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, consumers, and other employees of the organization. Ability to effectively present information and respond to questions from consumers, customers, and the general public.
Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Computer Skills: To perform this job successfully, an individual should have knowledge of Microsoft Office software, specifically Word, Excel, and Outlook and Windows operating system.
Safety Sensitive Position: The Administrative Assistant is a safety sensitive position as it involves operating a motor vehicle as part of the job duties and a lapse of attention could result in injury, illness, or death to the consumers being transported. See Ark. Const. Amend. 98 § 2(25). All positions classified as safety must refrain from reporting to work or being subject to duty while their ability to perform job duties is impaired due to the use of alcohol or other drugs. All positions classified as safety sensitive are prohibited from testing positive for metabolites of substances that are listed in the schedules of the Federal Controlled Substances Act and the Arkansas Uniform Controlled Substances Act, regardless of whether the employee possesses a medical marijuana registry identification card. See id. at § 3(f)(3)(B)(iii). This policy applies during all work hours, whenever conducting business for AEDD.
The Administrative Assistant must refrain from reporting to work or being subject to duty while their ability to perform job duties is impaired due to the use of alcohol or other drugs. All Waiver Direct Support Professionals are prohibited from testing positive for metabolites of substances that are listed in the schedules of the Federal Controlled Substances Act and the Arkansas Uniform Controlled Substances Act, regardless of whether the employee possesses a medical marijuana registry identification card. See id. at § 3(f)(3)(B)(iii). This policy applies during all work hours, whenever conducting business for AEDD.
Physical Demands: While performing the duties of this job the employee is regularly required to sit; talk or hear and taste or smell. The employee is frequently required to use hands to finger, handle, or feel and reach with hands and arms. The employee is occasionally required to stand; walk; climb or balance and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
Work Environment: The noise level in the work environment is usually moderate.
While performing the duties of this position the employee travels by automobile and is exposed to changing weather conditions.
Travel: Travel is primarily local during the business day, although some out-of-the-area and overnight travel may be expected
