Job Description

We are looking for a responsible Administrative Assistant to perform a variety of administrative and clerical tasks. Duties of the Administrative Assistant include providing support to our managers and employees, assisting in daily office needs and managing our company’s general administrative activities. Administrative Assistant responsibilities include some of the following: answering phones, preparing reports and maintaining appropriate filing systems, assisting with payroll. Back up for HR. The ideal candidate must have excellent oral and written communication skills, be detailed oriented, able to reconcile accounts, be able to organize their work using tools, like MS Excel, word doc and office equipment. If you have previous experience as a Secretary or Executive administrative assistant and familiarity within the developmental disability industry, we’d like to hear from you. Ultimately, a successful Admin Assistant should ensure the efficient and smooth day-to-day operation of our office.

Responsibilities

Office Administration
Use computer word processing, excel spreadsheets, and database software to prepare reports, memos, documents, quarterly newsletter and use applicable marketing software for marketing materials
Sort incoming mail, faxes, and courier deliveries for distribution
Complete background checks on potential employees
Assist with new employees for assignments by establishing and conducting orientation and training programs
Provide health insurance and 401K information to employees including general inquiries and enrollment information
Prepare and provide FMLA for employees and healthcare providers as appropriate
Assist with employee compliance for state and company requirements
Prepare and send outgoing faxes, memos, mail, and courier parcels
Forward incoming general e-mails and memos to the appropriate staff member(s)
Forward voice mail from the general mailbox to the appropriate staff member(s)
Purchase, receive and store the office supplies ensuring that basic supplies are always available as well as routing office supplies ordered to the proper locations(s)
File material according to the established procedures
Back-up electronic files using proper procedures
Provide administrative and human resource support to management and other staff
Coordinate maintenance as requested
Track employee incidents and follow up with staff to ensure protocol is followed and employee has healthy return to work as requested
BWC compliance, 300C form current
OSHA compliance, postings and updates kept current as requested
Employee resignations/terminations reported to Unemployment, exit surveys conducted and ensuring all BCI/monitoring is discontinued at exit as requested
Any other duties as assigned

Assist with Financial Management

Prepare accurate bank reconciliations and deposits
Reconcile client accounts as requested
Assist with payroll
Assist with financial reports as requested
Review data entries for accuracy prior to billing
Assist with accepting rent payments
Month end duties as required
Assist with purchasing supplies
Any other duties as assigned

Skills

Proven experience as an administrative assistant or office admin assistant
Knowledge of office management systems and procedures
Knowledge of non-profit organizations and regulations
Knowledge of the developmental disabilities/ intellectual disabilities regulations
Knowledge in book keeping
Working knowledge of office equipment, like printers and fax machines
Proficiency in word, excel, quick books, outlook, electronic calendars, multi phone line system, electronic scanning
Excellent time management skills and the ability to prioritize work
Attention to detail and problem solving skills
Excellent written and verbal communication skills
Strong organizational skills with the ability to multi-task
High School degree; additional qualification as an Administrative assistant or Secretary will be a plus

Job Type: Full-time

Salary: Up to $23.00 per hour

Benefits:

401(k)
Dental insurance
Health insurance
Vision Insurance
Life insurance
Paid time off
Professional development assistance
Referral program
Tuition reimbursement

Schedule:

8 hour shift
Day shift
Monday to Friday (8:30am - 4:30pm)

Education:

High school or equivalent

Experience:

Leadership: 1 year (Preferred)

Work Location: In person; typically at the main office with some travel and work at a program location

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MERCER RESIDENTIAL SERVICES, INC.

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Administrative Assistant