Administrative Support Specialist

Company Description

The dream of Hopewell Center began in the early 1950's when a group of parents sought services for their children and founded Peter Pan Preschool. The group incorporated in 1966 and officially adopted the name Hopewell Center in May 1983.

As a private, not-for-profit agency, Hopewell has experienced rapid growth in services, personnel, and persons served. While originally focusing exclusively on persons with disabilities, Hopewell has expanded its services to families with infants and toddlers that are 'at-risk' due to developmental or socio-economic factors.

Hopewell now has an array of facility and community-based opportunities, including family services, children's services, employment services, and residential services. Today, nearly 200 caring professionals provide person-centered services to over 450 individuals a year.

Job Description

This position provides administrative support for the Therapy Services Department, with primary responsibility for coordinating First Steps referrals, service documentation, billing and contracted therapists’ payments. This role also assists with general front desk and clerical support for the agency, ensuring smooth daily operations for staff, therapists, and families.

• Maintain client files, reports, and documentation.
• Process paperwork from SPOE and service coordinators; distribute to therapists.
• Track referrals, therapist availability, report due dates, and joint reports.
• Update First Steps database, program evaluation data, and tracking systems.
• Process therapist billing and invoices; resolve issues with accounting.
• Provide clerical support (document editing, creation, filing).
• Answer phones, greet visitors, and assist with general inquiries.
• Manage incoming/outgoing mail, including post office runs.
• Schedule and prepare meeting rooms; assist with meeting and training logistics.
• Open/close administrative building, ensuring readiness and security.
• Maintain phone directory and vehicle schedules; coordinate inspections/repairs.
• Support agency fundraisers (sales logging, money tracking, receipts).
• Record and forward donations to accounting; ensure acknowledgements are sent.
• Assist with personnel records, scanning, file retention, and supply inventory.
• Communicate regularly with therapists, coordinators, families, and staff.
• Perform related duties as assigned to support agency and clients.

Qualifications

• High school diploma or GED; clerical/administrative experience required.
• Proficient in Microsoft Office (Word, Excel) and standard office procedures.
• Proficiency in operating office equipment: computer, printer, copier, postage machine, fax, telephone.
• Strong grammar, spelling, and punctuation skills; ability to type with speed and accuracy.
• Ability to follow policies, work rules, and confidentiality standards.
• Strong organizational skills with ability to handle multiple tasks, interruptions, and deadlines.
• Ability to work independently or in a team, maintaining professionalism with staff, clients, families, and the public.
• Excellent customer service and communication skills, with sensitivity to ethics, culture, and disabilities.