Administrative Assistant/Receptionist

PURPOSE: The Administrative Assistant ensures the smooth operation of the office by providing comprehensive administrative support. Responsibilities include managing daily office tasks, handling communications, and maintaining records. This role serves as a key point of contact for internal and external contacts, enhancing organizational efficiency and effectiveness.

HOURS WORKED: This is a full-time, hourly position. Working hours are mutually agreed upon by the HR Manager and the Administrative Assistant. Aveyron reserves the right to adjust hours as necessary for organizational success.

BENEFITS: This position is eligible for insurance and other benefits as outlined in the policy manual for full-time employees. Paid Time Off (PTO) is accrued according to company policy.

RESPONSIBLE TO: Reports to the Human Resource Manager and ultimately the Executive Director.

REQUIRED QUALIFICATIONS:

• Minimum age of 18 years.
• High school diploma or equivalent.
• Valid driver's license, adhering to Aveyron’s driver qualification standards.
• Clearance of DHS background checks.
• Must provide an email address and phone number for company communication, which will be published in the Aveyron Mandated Reporters listing.
• Must not be excluded from participation in Medicare, Medicaid, or other Federal Health Care Programs.
• Must not be under the influence of illegal drugs or alcohol during paid company time.
• Proficiency in English (reading and writing skills).
• Ability to sit, walk, and negotiate stairs over a 6-hour period.
• Ability to safely lift a minimum of 30 pounds.
• Typing speed of 40 wpm and proficiency in Microsoft programs

PREFERRED QUALIFICATIONS:

• At least one year of post-high school education in a related field and/or an AA or BA/BS degree in a related field.
• Extensive computer skills, including proficiency in various cloud-based platforms/software.

RESPONSIBILITY: Assist in general office duties, ensuring:

• Accurate and timely relay of telephone calls and messages.
• Assistance to prospective employees in completing applications and conducting interviews as requested by the HR Manager.
• Guidance giving to other service providers and/or Aveyron employees during emergency situations.
• Adherence to facility policies.
• Tracking and ordering office supplies.

RESPONSIBILITY: Prepare and maintain records for effective operation, ensuring:

• Up-to-date employee permanent files in compliance with State/Federal/County regulations.
• Accurate filing of all employee personnel records.
• Assistance with special projects as needed.
• Updating and distributing policies to employees as needed/requested.
• Keeping the Policy Manual current and using it as a resource.
• Tracking policy changes for annual review.
• Create and send out monthly calendar to management staff

RESPONSIBILITY: Perform typing and computer duties, ensuring:

• Timely preparation and mailing of necessary items (e.g., bulk mailings, Board of Directors materials, Satisfaction Surveys).
• Collection and appropriate distribution of incoming mail and packages.
• Design of new forms as needed.
• Completion of document copying and faxing as requested.
• Monday Office Meeting minutes are taken, prepared and distributed.
• Other assigned typing/computer duties.

RESPONSIBILITY: Maintain confidentiality at all times, ensuring:

• Up-to-date and confidential employee filing.
• Maintenance of confidentiality in discussions/meetings.
• Intervene if/when observing a breach of confidentiality, making a written report to supervisor.

RESPONSIBILITY: Plan, organize, and implement social, cultural, educational, and recreational activities, ensuring:

• Creation and distribution of suggested monthly activities for residents.
• Follow-up to ensure planned activities are conducted.
• Planning and preparation of community volunteering options/activities for clients and/or staff (e.g., Adopt A Highway, Animal Shelter, church groups, Food Shelf drives).
• Publicizing activities to promote a positive company image (may include taking photos and including them in the company newsletter).
• Promoting connections with elected officials.
• Assist with social media and/or website postings.
• Create and distribute the company newsletter.
• Maintain mailing list for multiple purposes, updating as needed, at minimum annually.

RESPONSIBILITY: To have knowledge of computers, copy machines, and security system to trouble shoot issues as they arise.

• Work with IT vendor to resolve issues as they arise.

B. Assist with setting up of computers with IT.

• Keep a confidential directory of all usernames and passwords for all computers.
• Make changes to the office security system to add and remove employees.
• Work with consultants to keep website updated.

RESPONSIBILITY: To assure that all homes and the office have basic, medical and office supplies and that those supplies are purchased in the most cost-effective manner for the company. Performance will be up to standards when the following are accomplished:

• Assist in purchasing supplies for homes.
• Research prices and payment arrangements with potential vendors to secure the best prices and terms for these items.
• Seek discounts and use tax exemption when making purchases for the company.
• Manage and safely store company credit cards as assigned, and only use for company purchases. Keep company credit cards in a locked storage to reduce risk of theft/loss.

RESPONSIBILITY: To support and coordinate the company and specific training needs for all staff in various aspects of their jobs. Performance will be considered satisfactory when the following tasks are accomplished:

• Maintain and update required training materials on Paylocity’s platform.
• Help create training videos, tests, answer keys, and supportive documents for employees as needed.
• Register employees for training events and other activities as requested by the HR Manager and/or Executive Director.

RESPONSIBILITY: To track company vehicles and site maintenance. Performance will be up to standards when the following are accomplished:

• Maintain a list of all company vehicle locations, number of vehicles, age, and specs.
• Track expiration of vehicle tabs, handicap permits, and parking stickers on a spreadsheet. Order updated tabs and permits as needed.
• Maintain a spreadsheet to track maintenance tasks by site.
• Review milage records monthly.

RESPONSIBILITY: To be courteous and a valuable asset to the entire staff of Aveyron Homes, including the Executive Director, Board of Directors, and Consultants. To work cooperatively and effectively with all staff members.

RESPONSIBILITY: To perform other duties as directed by the Executive Director.

• To be available to complete duties/tasks as requested/assigned that are necessary but temporary in nature.
• Complete, distribute and track fundraising mailings.
• Annually distribute Satisfaction Surveys and summarize collected responses.
• Follow up with staff regarding options on Wish Lists

Job Types: Full-time, Part-time

Pay: $18.00 - $22.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Referral program
• Vision insurance

Work Location: In person

Salary : $18 - $22