Administrative Assistant

Company Overview
Heartland Industries & Adult Life Programs is dedicated to supporting individuals with disabilities by providing opportunities for socialization, employment, and personal growth. Our organization fosters a caring and compassionate environment where teamwork and community engagement are at the forefront of our mission.

POSITION SUMMARY:

JOB SCOPE:

• Provide hands on‑ support and supervision to individuals served, ensuring their safety, dignity, and community inclusion.
• Perform administrative and clerical duties that support efficient office operations and regulatory compliance.
• Perform duties within the policies and guidelines of the Designated Manager/Designated Coordinator/Operations Director as well as the most recent version of the written policy manual and handbooks.

· This position coordinates office services, assists leadership with recordkeeping and communication, and models for excellent care, professionalism, and customer service in all interactions.

• Directly perform hands-on work and attend training on an on-going basis to respond to consumer needs and exhibit appropriate behaviors while meeting all expectations of the agency.

CORE RESPONSIBILITIES:

Direct Support

• Perform hands on‑ direct support duties within company policies, procedures, and handbooks, and in accordance with the direction of the Designated Manager/Designated Coordinator/Operations Director.
• Ensure implementation of programming so that integration, socialization, and skill building needs are met; interact with clients by modeling appropriate behavior and maintaining‑ normalization principles.
• At all times advocate for and ensure the proper care and safety of all consumers, providing constant supervision as assigned and required by staffing ratios.
• Carry out daily activities as scheduled, including community outings, in-house programming, and ‑skill building‑ opportunities.
• When trained and assigned, administer medications and treatments as prescribed; follow special health protocols and practice good health and safety standards.
• Follow and participate in review of Individual Program Plans / Coordinated Service and Support Plans so quality programming and training objectives are ensured.
• Communicate relevant client information to appropriate persons and documents in required records to ensure effective communication and continuity of care.
• Complete all required documentation for each shift (e.g., incident reports, seizure reports, behavior sheets, daily progress notes, program goal charting, communication notes) accurately and on time.
• Safely transport clients as needed, following agency transportation policies; maintain clean vehicles (remove trash, vacuum as needed, no eating in vehicle).
• Treat family members and residential staff with respect and compassion at all times.

Office

• Coordinate office services in conjunction with the Designated Manager/Designated Coordinator/Operations Director and leadership team, using information gathered from programs and office systems.
• Provide daily communication and administrative support to leadership, ensuring smooth workflow and timely exchange of information.
• Support daily office operations by maintaining efficient workflows, records management systems, and administrative procedures. Perform clerical and communication duties including document editing, correspondence, and information routing. Manage supply inventories, handle incoming calls and visitors with professionalism, and assist with basic accounting and payroll preparation tasks. Help with projects, manage small administrative initiatives, and ensure positive, service-oriented interactions with staff, consumers, vendors, and community partners.

OTHER NECESSARY RESPONSIBILITIES:

• Learn and demonstrate proficiency in behavior management and therapeutic intervention techniques. (if applicable)
• Present a positive role model to consumers with regard to communication, dress and behavior.
• Treat all consumers in an age appropriate manner, respecting their dignity and individual worth.

PROFESSIONAL CONDUCT:

· Support and participate in common teamwork; cooperate and work together respectfully with fellow employees.

· Use tactful, appropriate and professional communication.

· Communicate with Designated Manager/Designated Coordinator/Operations Director regarding concerns, suggestions and complaints, as necessary.

· Promote positive relationships among employees and with consumers.

· Maintain confidentiality relating to all company-related information and matters.

· Relate to individuals at various levels in the company facility and out in the community, as unique situations present themselves, and be sensitive to company and consumer needs, employee goodwill and public image.

· Maintain acceptable attendance and punctuality as required by the agency.

TRAINING REQUIREMENTS:

• Complete orientation and ongoing in-service training hours as required by agency policy and Minnesota 245D requirements, including medication administration (if applicable), CPR/First Aid, crisis intervention, maltreatment reporting, and ‑person-centered‑ practices.
• Meet or exceed annual training hour requirements based on employment status (full‑time or part‑time) as outlined in agency policy.

Other Duties

• Perform other duties as required by leadership to ensure program and office continuity are maintained.

TRAINING REQUIREMENTS:

As an employee at Heartland Industries, you will be responsible for the completion of in-service training hours as required during orientation and annually thereafter.

Pay: From $22.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Work Location: In person

Salary : $22