Administrative Assistant - YFS

Job Details

Description

The Administrative Support performs various administrative duties to support program deliverables and

employees of all levels. This position oversees the reception area and is responsible for answering and

directing calls, greeting external and internal visitors, distributing mail, coordinating staff trainings, and

maintaining office supplies. This position oversees data entry, reconciliation, and preparation of reports

(internal and external), finance functions (including petty cash, reimbursements and field checkbooks)

and other duties based on program and location.

Essential Responsibilities

• Answer and direct telephone calls in a friendly and professional manner and taking messages as

needed, and troubleshooting with caller where appropriate. Collects and distributes all calls, daily

mail and incoming faxes.

• Provide exceptional customer service to all office visitors including clients, guardians, providers,

vendors and staff and directs them to the appropriate staff member.

• Inform appropriate managers of crisis and emergency situations in a timely fashion.
• Organize staff trainings which include, developing training schedule, copying materials needed,

preparing sign in and evaluation sheets, input and managing database and preparing training

certificates

• Collect, track and enter into relevant software, client and staff documentation, maintaining

confidentiality and follows up, as needed.

• Order and manage office and general supplies and business cards, with the approval of the

Manager/Director.

• Create and maintain office form files, replenishing forms as needed, and ensures that current

forms are being used.

• Maintain employee, provider, client and other databases as requested by the

Manager/Manager/Director.

• Arrange for repair services for the office and office equipment, as requested by the Manager/Director.
• Assist with vehicle maintenance requests and keeping maintenance updated.
• Ensures that outgoing mail is placed in outgoing box at days end; visit post office as needed for

stamps and certified mail transactions.

• Complete bank deposit transactions as needed.
• Reconcile and manage petty cash, with approvals from Manager/Director.
• Report census information to Quality and A/R departments.
• Maintain and enter A/P detail information; process and submit check requests.
• Ensure that the reception area, conference rooms, and other common areas are free of

confidential information, clean and organized.

• Maintain fire drill log books
• Archive and maintain historical files pursuant to policy.
• Prepare and distribute office newsletters.
• Order and deliver food and beverages for office meetings, when requested.
• Maintain a calendar of events for conference rooms.
• Assist the Manager/Director and office staff with special projects, such as researching vendors

and submitting documentation to the Corporate Business office and area agencies.

• Open office in the morning and secure it at night, turning equipment on or off as needed.

Non-Essential Responsibilities

• Participates on committee when appropriate.
• Performs other administrative duties, as required.

Qualifications

• High School Diploma or equivalent required; Associate’s degree in related field preferred.
• Minimum of 2 years administrative office support experience required and 5 years preferred.
• Proficiency at Microsoft Office products, including Word, Excel, Outlook and Access.
• Valid Driver’s license, positive driving record and proof of automobile insurance.
• Effective communication skills (speaking, reading, writing, listening, presentation, etc.)
• Ability to make well-reasoned decisions, both independently and as part of a team.
• Ability to follow-through to meet employee, consumer, family, guardian and/ or agency needs.
• Ability to use discretion in handling confidential information.
• Ability to work collaboratively and effectively with individuals at all levels of the agency.
• Ability to see both the larger picture and detailed steps and take initiative as needed to achieve

agency related goals and objectives.

• Ability to meet deadlines, meets productivity standards.
• Visual and hearing skills, such as observing and listening to people speak.
• Coping skills, such as flexibility in dealing with issues typical to a social service setting.
• Effective personal organization skills.
• Ability to resolve or facilitate the resolution of complex problems.
• Ability to meet job performance measures with minimal direct supervision and guidance.
• Knowledge of regulatory and legislative standards related to services provided by the agency.
• Ability to multitask and prioritize.

Here’s Why You Should Join Us

We prioritize our employees' wellbeing with a comprehensive benefits package, for those who qualify, and a supportive workplace culture where all are encouraged and empowered to drive change, make a difference, and enjoy life outside of work.

Ascentria Offers The Following Employee Benefits

High quality/affordable health, dental, and vision insurance to support your overall wellness

Flexible Spending Account to help manage eligible expenses

A 403(b) retirement plan with employer match

A full-service Employee Assistance Program with many free and accessible services and supports

Generous tuition reimbursement to invest in your professional growth and development

Paid time off which increases as your tenure grows and holidays for work-life balance

A workplace culture that values diversity, equity, and inclusion, where all voices are heard and respected

When you join Ascentria, you’re not just taking on a job—you’re stepping into a role that empowers you to grow personally and professionally while contributing to a meaningful mission.

Location: Hybrid role in Worcester.

Transform lives and communities with Ascentria Care Alliance.  Apply today to be a part of our mission-driven Team!