What are the responsibilities and job description for the Administrative Assistant position at Arrowleaf?
About us:
When you join the Arrowleaf team, you are committing to a meaningful career where your work will make a difference for your neighbors throughout Southern Illinois and strengthen our region as a whole. You’ll have a chance to build well-being not just for the people you work with, but for yourself as well, as you gain life-changing experiences, enjoy highly competitive benefits, and experience unmatched opportunities for advancement.
Mission: Arrowleaf’s mission is to help all Southern Illinoisans reach their full potential. We provide resources and opportunities that support individuals of all ages so they can thrive, make our communities more vibrant, and build economic prosperity that benefits everyone.
Vision: We envision a Southern Illinois where all individuals are contributing to a community that is safe and vibrant for everyone.
Visit our website: myarrowleaf.org/employment to learn more about Arrowleaf
Job Title: Administrative Assistant
Home Office: Pope County Developmental Services (PCDS)
Area of Focus: Developmental Services
Program(s): Community Integrated Living Arrangement (CILA) helps adults living with intellectual and/or developmental disabilities build well-being by providing them with a living arrangement where 8 or fewer unrelated adults live together with 24/7 support and access to individualized habilitation services under the direction of a community support team. Community Day Services program (CDS) - helps adults living with intellectual and/or developmental disabilities develop and enhance daily adaptive living skills and economic self-sufficiency through out-of-home training designed to foster appropriate behavior, greater independence, and personal choice.
Immediate Supervisor: Developmental Services Senior Director - Donna Stone
Hours of Work: Full-time 40 hours/week. CILA on-call rotation.
FLSA Classification: Non-exempt
Administrative Assistant Minimum Qualifications: High School education or GED equivalent required, associate's degree in human services or related field is preferred. Prefer two to five years’ experience working with persons with Developmental Disabilities. Must be DSP certified within 6 months of hire.
Administrative Assistant Skills & Competencies: Must have strong computer skills and excellent paperwork and organizational abilities. Ability to relate well to staff as the developmentally disabled. Ability to communicate effectively orally and in writing. Ability to participate in support staffing, as needed. Ability to shop for residential sites, PCDS (grocery and supplies). Ability to complete expense authorizations. Ability to complete monthly CDS billings and submit fast track invoices. Ability to complete social security and redeterminations.
Administrative Assistant Special Requirements: Must be 21 years of age. Maintains a valid driver’s license and vehicle liability insurance. Operates agency vehicles and personal vehicles while conducting agency business in a safe and lawful manner at all times. Maintain First Aid & CPR certification. Must complete required registry clearances and criminal fingerprint background checks. Travel to agency sites when appropriate. Participates in after hours and day call crisis rotation. Must pass training to become authorized to pass medications. Is backup coverage for DSP/R shift work. Lift a minimum of 50lbs unassisted and be able to lift 195lbs with assistance, either with peer assistance or mechanical (Hoyer lift).
Administrative Assistant Leadership & Role Expectations: This is a management-level position responsible for leading staff, overseeing daily program operations, and ensuring consistent compliance with agency policies and regulatory requirements. The role provides strong administrative and operational oversight, including documentation, billing, reporting, and coordination of staffing and program needs, while maintaining a focus on safety, quality of care, and ethical service delivery. In addition to administrative responsibilities, this position supports the team through hands-on involvement as needed, clear and professional communication, and collaboration with staff, families, and stakeholders. Success in this role requires strong organization, accountability, reliability, and the ability to balance leadership duties with direct program support.
Administrative Assistant job duties include, but not limited to:
- Oversees the acquisitions, shopping, distribution, and storage of supplies for all of Developmental Services (except JCDS).
- Will complete CDS billing monthly for PCDS.
- Will complete all 31u billing, 31c billing and vocational bi-weekly billings.
- Will be responsible for monthly invoice billings.
- Facilitates and assists with Representative Payee duties as needed or as assigned.
- Treats customers (individuals served, families, co-workers, other providers, state officials and consultants) with respect, courtesy and tact.
- Provides and Coordinates medical appointments for residents.
- Provides crisis intervention to stabilize a consumer’s condition by utilizing short-term crisis intervention techniques and/or referral to other support services and provides support/direction to other staff (on-call rotation).
- Listens to and responds in a timely manner to the customer. Provides follow-up and demonstrates fairness and good judgment when meeting individual expectations.
- Provides transportation services to individuals as integral to the PCP for CDS clients to PCDS each day.
- Must be capable of transferring individuals safely in/out of the vehicles and safely/correctly operate the vehicle’s adaptive equipment.
- Ability to screen, assess and provide interventions for consumers that are exhibiting symptoms of trauma.
- Follows agency policy and procedure for all reports of abuse and neglect or suspected abuse and neglect.
- Facilitate comprehensive consumer care by providing case management services when appropriate. Assists with Social Security, Medicaid, Food Stamps, ISSA and medical needs; consumer personal spending, rent and board, consumer reimbursements and pharmacy billing.
- Demonstrates knowledge of rules, regulations and standards of programs and agency policies and will ensure compliance with given policies and procedures on a day to day basis.
- Assists with filling shift schedules as needed.
Administrative Assistant Benefit Package
- Professional & upward mobility opportunities
- A family-oriented atmosphere
- Health wellbeing stipend ($200 per fiscal year, after 6 month probation period)
- Health, vision and dental insurance option available.
- Dental, vision and health available after 1st day of the month after 60 calendar days of employment
- Up to $50,000 life insurance policy
- Travel reimbursement
- Up to 368 hours of paid time off just within your first year of employment! Includes 13 paid holidays, up to 40 hours personal time, 12 sick days, 40 hours bereavement leave, 12 vacation days (6 month probation period), and 8 hours volunteer paid time off per year.
- Additional opportunities for compensation are available above starting salary!
Salary Range: $23.83 per hour
*This is a management position
Questions? visit myarrowleaf.org/employment or call 618-658-3079 to learn more!
Arrowleaf is committed to the full inclusion of all qualified individuals. As part of this commitment, Arrowleaf will ensure that persons with disabilities are provided reasonable accommodations unless the accommodation will impose an undue hardship. If you require a reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to Human Resources.
Arrowleaf is firmly committed to Equal Employment Opportunity (“EEO”) and to compliance with all Federal, State and local laws regarding it. EEO is a set of standards that make it illegal to discriminate against a job applicant or an employee because of the person’s actual or perceived race, color, religion, sex (including pregnancy and related conditions, gender identity, and sexual orientation), marital status, national origin, ancestry, age (40 or older), disability or genetic information (including family history), order of protection status, or military status or unfavorable discharge from military service. The laws apply to all types of work situations, including recruiting, hiring, disciplinary actions, terminations, promotions, pay practices, training, wages, and benefits.