What are the responsibilities and job description for the Administrative Assistant (Residential Services) - New Iberia, LA position at ARC OF ACADIANA INC?
Under the direction of the Program Director/Program Manager, the Residential Administrative Assistant provides administrative, financial, and operational support for the program. This role maintains accurate records, supports regulatory and billing requirements, and helps ensure daily office functions are completed efficiently. The Administrative Assistant also provides program support in the absence of the Director/Manager
The ideal candidate is dependable, organized, and able to follow established procedures while maintaining confidentiality.
Schedule: Monday- Friday 8am- 4pm (1 hour paid lunch)
Key Responsibilities
Participant Financial Administration
- Maintain client financial records in accordance with ICF/DD guidelines, including monthly deposits, debits, and reconciliation of client bank statements.
- Complete new client long-term care (LTC) applications, annual renewals, and Social Security representative payee forms.
- Prepare client census reports and process out-on-pass and bed-fee documentation.
- Monitor and maintain client imprest funds and office petty cash.
- Create invoices for monthly billing and follow up on past-due balances.
Compliance & Licensing Support
- Process annual licensing renewals and maintain required records.
- Monitor staff training requirements and records.
- Conduct required Office of Inspector General (OIG) and adverse action checks for staff.
Office Operations & Purchasing
- Manage supply inventory and coordinate approved purchases.
- Maintain the purchase order system and appropriately code invoices and bills using assigned department codes.
- Track and monitor vehicle usage and maintenance.
- Coordinate incoming and outgoing mail for the program and participants
- Maintain organized and accurate program filing systems.
Program & Administrative Support
- Assist with the preparation of payroll spreadsheets.
- Maintain current staff and client listings.
- Provide administrative support to the Program Director/Program Manager and general office support as needed.
Qualifications:
Skills and Competencies
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
- Professional communication and interpersonal skills
- Discretion and confidentiality when handling sensitive information
- Professional communication and interpersonal skills
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
- Strong organization and prioritization abilities
- Sound judgment and effective problem-solving
- Dependability and accountability
- Accuracy and attention to detail
- Ability to manage multiple responsibilities and meet deadlines
- Collaborative, service-focused approach to supporting program operations
Education and Experience
- High school diploma
- At least three years of administrative experience
Physical Requirements
- Ability to sit, stand, bend, and move throughout the office environment
- Ability to lift and carry light to moderate office materials
Work Environment
- Professional central office environment
- Requires flexibility to meet organizational and operational needs.
Benefits & Compensation
Eligible employees may participate in a comprehensive benefits package, which may include paid time off and paid holidays, bonuses and rewards and recognition programs, medical, dental, and vision insurance, short-term & Long term disability insurance, a 401(k) retirement plan, and tuition reimbursement. Benefits eligibility and details are subject to plan terms.