Agency Administrative Assistant

We are looking for a detail-oriented Agency Administrative Assistant to perform a variety of administrative and clerical tasks. Duties of the Administrative Assistant include providing support to our leadership team, managers, employees, and vendors. Other duties include assisting in daily office needs and managing our organization's general administrative activities.

Reports To: Director of Human Resources

Administrative Assistant Duties: In collaboration with Agency Leadership:

• Greet all incoming guests, new hires, and vendors.
• Answer all incoming calls to the agency and forward them as needed.
• Retrieve mail and distribute daily to appropriate employees.
• Schedule meetings for leadership team.
• Order and track office supplies.
• Support management and leadership with as needed admin projects.
  
  

Human Resources Duties: In collaboration with the Director of HR and Recruitment and Training Coordinator:

• Coordinate logistics with Recruitment and Training Coordinator for new hire orientations.
• Prepare HR document as requested by the Director of HR.
• Respond to employee question and forward as needed.
• Support Director of HR with HR projects.
  
  

Marketing Duties: In collaboration with the Operations Manager and Leadership Team:

• Create monthly social media calendar.
• Post and manage social media content on Facebook, Instagram, YouTube, and LinkedIn.
• Create and edit graphics and infographics in Canva.
• Develop and maintain content and communications for marketing campaigns, activities and events.
• Assist with newsletter development.
• Bulk mailing
• Contact database management
• Order marketing materials
• Maintain organization contact list.
• Support operations manager and leadership team with as needed projects.
  
  

General

• Comply with all federal, state and local regulations as regards services for persons with developmental or intellectual disabilities or autism, including rights of recipients and mandatory reporting.
• Demonstrate respect and add value to the lives of those we support.
• Fulfill all training requirements.
• Participate as a member of the Team.
  
  

Qualifications

• Minimum 3 years of experience as an administration assistant
• Knowledge of office management systems and procedures
• Attention to detail and problem solving skills
• Must have a valid driver's license, clean driving record and reliable transportation (up to date inspection, registration and insurance meeting Maine state requirements) to be available for use during work hours
  
  

All employees at The Progress Center are expected to perform their job duties putting the mission and values of organization at the center of every decision they make. Job performance will be measured based on the employee's ability to implement the missions and values of the organization into their work in the ways in which their specific job allows, as well as key performance indicators associated with individual jobs.

Mission: The Progress Center's mission is to inspire hope, independence and lasting change within our community through building a healthy environment in which all individuals may thrive.

Values

• Supporting individual choice - The Progress Center supports the right for people to make choices that may result in natural consequences or may create a learning opportunity for all involved.
• Empowering all - The Progress Center empowers staff, clients, caregivers and volunteers to speak up for themselves and to take control of their lives.
• Championing positive change - The Progress Center is committed to advocating courageously for equality and positive changes in our community through strategic action at the local, state and federal levels.
• Ensuring dignity and respect - The Progress Center is committed to treating our stakeholders, consumers and employees, at all times, with respect and dignity.
• Maintaining accountability and responsibility - The Progress Center is committed to holding ourselves accountable to achieving the goals that we set and ensuring that we take responsibility for our actions.
• Leading with generosity to our community - The Progress Center engages in our communities with generous intentions to make the community a better place to live and work.
• Providing strength and guidance - The Progress Center strives to act as a pillar of strength and guidance to all who need support.
  
  

Abilities: This position requires the ability to function comfortably both independently and in a team environment, as well as the ability to effectively communicate with students with a variety of learning styles. Exceptional organizational, communication and interpersonal skills are essential. Proficiency with a variety of electronic software is required, including scheduling software, Microsoft Office including Word, Excel, Exchange and PowerPoint, and other systems as needed.

Physical Demands: The physical demands described herein are those that must be met by an employee to successfully perform the essential functions of the job and include climbing stairs regularly, carrying and lifting training materials weighing up to 25 lbs, bending and stretching.

Mental Demands: Must be able to assume a wide range of responsibilities, be self-directed, and effectively train students possessing a wide variety of educational and employment backgrounds.

Safety: The Progress Center promotes a safe work environment. Employees must follow all safety policies and procedures to ensure an accident free workplace.

Confidentiality: The Progress Center employees may have access to or be required, as part of the duties of this job, to view, use, and/or be aware of certain Protected Health Information (PHI) or other facts about individuals that are of a highly personal and confidential nature. Employees must follow and adhere to all HIPAA and agency confidentiality and privacy policies and practices. Employees may also be required to follow additional confidentiality policies and practices required by certain programs or business units.

Work Environment: The position is based in the 5 Fore St, Oxford location. A personal smartphone is required.

Employment Conditions: This is a full time non-exempt position with those related benefits as outlined in the personnel policies. An initial background check will be completed to ensure the employee meets the standards set by the agency and random background checks will be conducted throughout employment to ensure continued integrity of the employee.