Administrative Assistant

Penn-MarProvides:

• 16 days of PTO accrual your first year (rising to 18 after one year) plus one extra day of Birthday/Floating Holiday leave
• Full benefits package including medical dental vision short and long-term disability 403b retirement plan Employee Assistance Program (EAP)
• Growth opportunities - leadership who wants to help YOU succeed

Job Duties

• Administrative Responsibilities
  • Greet welcome and be willing to offer assistance to any visitors and guests
  • Receive incoming calls in a friendly and professional manner relaying specific information and/pr directing calls to the appropriate person
  • Process all mail including incoming outgoing and interoffice mail organize internal mail disbursement
  • Monitor incoming faxes and distribute to intended parties
  • Organize file and keep records as assigned
  • Distribute keys maintain key box in an orderly manner. Track distribution of all keys
  • Complete government renewal paperwork (SNAP renewals Social Security rep-payee reports etc.) as assigned by Operations
  • Ensure correct thorough and timely completion of all required documentation (attendance timesheets expense reports etc.)
  • Maintain upkeep and replacement of office equipment
  • Purchase distribute and track office and medical supplies
  • Coordinate with vendors of office equipment vending machines
  • File maintenance
  • Participate in self-development activities or training
  • Provide support to other departments as assigned
• Financial Responsibilities
  • Retain all receipts made with company credit card and ensure that purchases are coded to the correct department/account
  • Ensure all purchases made for the organization are vetted for best price/quality and within the approval limit of the administrative assistant role. Obtain approval for items approval limit prior to purchase
  • Log all incoming checks into check registry as assigned
  • May be responsible for management of certain organizational or individuals funds (petty cash checking accounts of individuals supported distributing payroll checks etc.)
• Compliance
  • Demonstrate and maintain compliance with all applicable regulations for required program/state
  • Ensure all mandatory trainings are completed in the required timeframe
  • Be alert and oriented during scheduled shifts ensuring that all responsibilities are met
• Person-Centered Approach
  • Ensure all interactions with individuals supported are professional and respectful
  • Follow all incident reporting procedures based on state requirements in a timely manner; maintain descriptive and detailed documentation
  • Encourage people to advocate for themselves
  • Support people to have healthy relationships with others (friends family support staff non-paid natural supports community members etc.)
  • Implement person-centered practices as trained

Requirements

• Must be at least 18 years old
• Valid drivers license with at least 2 years of driving experience
  • Maintain Penn-Mars acceptable driver standards as outlined in Team Member Handbook
• High school diploma/GED required associates degree preferred
• 3 years of administrative experience required
• Demonstrable proficiency in Microsoft Office Suite
• Strong verbal and written communication skills
  • Ability to maintain friendly and professional demeanor in all verbal and written communication
• Maintain positive effective relationships with other team members and supervisors
• Excellent organizational skills attention to detail
• Strong analytical problem-solving skills
• Positive role-model for others and able to work as a team
• Commitment to creating a respectful and collaborative environment
• Flexible in changing environments
• Ability to prioritize tasks
• Ability to function well in a high-paced at times stressful environment
• Willingness to learn a variety of software applications for documentation case management

Physical Requirements

• Ability to:
  • remain in a stationary position (sitting or standing)
  • walking (across flat surfaces up/down staircases)
  • occasional stooping kneeling bending crouching pushing pulling and/or twisting
  • drive/operate motor vehicles
  • grasp handle lift objects (up to 20 lbs. regularly 50 lbs. with assistance occasionally)
• Assist with transferring individuals
• Visual acuity adequate to perform essential functions
• Read write and speak English

Penn-Mar Human Services is an Equal Opportunity Employer!