Administrative Assistant

Day Solutions is looking for a highly organized and detail-oriented Administrative Assistant to help keep our Jefferson City West location running smoothly and efficiently. We are a growing company committed to providing excellent care to our clients and maintaining a culture where our employees feel welcomed and valued. Day Solutions is a day habilitation program for adults with developmental disabilities. Clients attend the onsite program during the week to improve their independence and social skills. We also provide speech, occupational, and physical therapy services onsite, as an outpatient, and through home health and contracted settings. This position requires working collaboratively with Administration and Therapists to implement the company’s professional systems, facilitate successful staff and client trainings, support successful client services, and support day-to-day operations.

Essential Duties and Responsibilities

The Administrative Assistant provides administrative, clerical, and organizational support to ensure the efficient daily operations of Day Solutions. This position works collaboratively with the administrative team, therapists, and direct support staff to maintain accurate records, coordinate services, and support program operations.

Essential duties include, but are not limited to:

Administrative Support & Record Management

• Maintain accurate and organized electronic and paper records in accordance with company policies.
• Manage client databases, spreadsheets, and tracking systems.
• Prepare, update, and maintain client documentation, reports, and program materials.
• Assist with scheduling, coordinating meetings, and preparing meeting materials.
• Maintain staff training records, policy acknowledgments, and required documentation.
• Assist with client and employee onboarding processes.
• Answer incoming phone calls, direct inquiries, and provide professional communication with clients, families, staff, and outside agencies.
• Coordinate with outside vendors and IT support as needed.
• Demonstrate proficiency with Microsoft Office, SharePoint, DocuSign, Zoom, and other company software and technology.
• Complete special projects in a timely manner.

Client Services & Therapy Coordination

• Obtain, maintain, and track insurance authorizations for therapy services.
• Assist with therapy billing, payment tracking, and related documentation.
• Coordinate scheduling of therapy evaluations and treatment appointments.
• Maintain and update client service plans, goal-tracking documents, and other required records.
• Assist with preparing and distributing client reports and documentation to appropriate parties.
• Maintain client emergency information, medical documentation, and other required program records.
• Support administrative processes related to client intake, service coordination, and ongoing services.

Facility & Program Support

• Coordinate maintenance, licensing, and recordkeeping for company vehicles.
• Assist with maintaining office supplies, ordering materials, and coordinating purchases.
• Prepare, print, laminate, and organize instructional and program materials.
• Assist with client attendance tracking and daily check-in/check-out procedures as needed.
• Support program activities, special events, community outings, and celebrations as needed.
• Assist with facility organization, bulletin boards, and program displays.
• Assist with company communications, marketing materials, and social media content.
• Perform other administrative and program-related duties as assigned.

Professional Expectations

• Maintain confidentiality of client, employee, and company information.
• Demonstrate strong organizational skills, attention to detail, and the ability to manage multiple priorities.
• Communicate professionally and effectively with staff, clients, families, and community partners.
• Work independently while maintaining a collaborative, team-oriented approach.
• Demonstrate flexibility and a willingness to assist in various areas of program operations.
• Maintain a positive, respectful, and professional attitude when interacting with adults with developmental disabilities.

Requirements for Employment include:

• An Associates or Bachelor’s Degree OR three to five-years experience working in a related field
• Experience obtaining and billing private insurance authorizations is preferred.
• Proficient with both Microsoft Office and Google Docs
• Comfortable using technology and a willingness to learn new technology as it develops
• Highly organized, task driven, and excellent time-management skills
• Ability to multi-task, problem solve, and work independently

We welcome inquiries from qualified individuals who want to join a hardworking team that improves the lives of individuals with developmental disabilities in our community. Learn more about working at Day Solutions at https://www.daysolutions.net/hiringinfo.

Day Solutions is an Equal Opportunity Employer and an E-Verify Participant.

Job Type: Full-time

Pay: $16.00 - $20.00 per hour

Benefits:

• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Vision insurance

Application Question(s):

• What is your highest level of education?

Experience:

• Customer service: 1 year (Preferred)

Work Location: In person

Salary : $16 - $20