Administrative Assistant - Sheboygan

Description

Job Title: Administrative Assistant

Department: Operations

Reports To: Executive Director

Date: November 2025

Job Summary:

Under the direction of Vista Care's Area Director, the Administrative Assistant performs

a variety of administrative duties to support Vista Care employees, individuals served,

and outside agencies. The Administrative Assistant is the face of the agency and serves as

the first point of contact with customers. The position helps customers by responding to

questions related to the admission process, answering phone calls, responding to emails,

and performing general clerical duties.The Administrative Assistant operates in a

professional office environment and routinely uses standard office equipment. The

Administrative Assistant supports Vista Care individuals to develop and maintain a high

quality of life and to be as independent as possible and supports individuals to have a

high satisfaction with services and supports.

Duties and Responsibilities:

• Being a positive role model for individuals, employees, co-workers, and management. Represent the company in a professional manner.
• Comply with company policies and procedures, including, but not limited to
• Introductory Training Period, Attendance, Workplace Safety, Employee
• Appearance and Hygiene, Abuse/Neglect/Exploitation, Rights and Grievance for
• Individuals in Services, Equal Employment Opportunity, and Harassment
• Treating employees, management, and individuals with dignity and respect, including honest and respectful communication
• Does not engage in activities other than official business during work hours
• Contributing to a harmonious working environment, and maintaining good working relationships with co-workers, management, individuals, outside agencies, and others with whom the Administrative Assistant may come in contact.
• Assist Area Directors with updating the MCO portals with current vacancies at any of the Vista Care locations
• Monitor the referrals email and phone calls. Respond to all emails and phone calls timely
• Assist the Area Director with gathering information to complete the assessment

Process

• Assist the Area Director with scheduling the assessments
• Assist the Area Director with completing admission paperwork and ensuring all paperwork is completed and stored in the appropriate electronic folder
• Answer multiple phone lines
• Maintain office equipment, phones, and supplies
• Responsible for all scanning and storing documents
• Supports various departments during company trainings and meetings, including ordering and picking up meals/snacks, copying training/benefit packets as needed, etc.
• Distribute paychecks and miscellaneous memos.
• Orders, prepares, and distributes company greeting cards, including trips to the post office.
• Maintains company forms - electronic and paper.
• Prepares office for daily operations, including but not limited to, cleaning counters and work area, emptying trash as needed, distributing snacks, making coffee, and completing supply inventory for each assigned location.
• Greets and supports all incoming traffic (walk-ins, appointments, phone calls) with professionalism and assists with the new hire process.
• Additional administrative duties may include but are not limited to:
• Organizes and maintains employee personnel files
• Assist with onboarding activities
• Tracking and monitoring data in Therap as assigned
• Responsible for scanning training records and storing documents in appropriate electronic folder
• Assist with new hire orientation and the creation of training schedules, as needed
• Work with local Counties to ensure CCS/CRS staff lists are updated regularly
• Assist the Director with compiling, organizing, and filing "fact finding" investigation paperwork
• Maintain regular office hours, with some evening/weekend work possible
• Assist with Home Audits as requested/assigned
• Support in fleet management, scheduling of routine maintenance
• Coordinate and assist with submission of certification/recertification documents
• Provide other additional support to operations, as requested by Area Director

Program responsibilities include, but are not limited to:

Reports to work routinely and timely; if unable to report to work, or if there is a need to come to work late or leave early, follow Vista Care's approval policy.

Complete required, on-going training requirements and competency levels within Vista Care and State/County required timeframes.

Qualifications and Experience:

• Required to pass all background checks, upon hire
• Must have a valid driver's license, proof of insurance, and insurable driving record that meets Vista Care's current driving requirements
• E-Verify verification must be completed
• Must have good interpersonal skills and consistently demonstrate effective decision-making abilities
• Fluency in oral and written English
• Proficient in MS Office and Business Google including the ability to effectively use electronic documentation software and office/IS equipment

Scope of Supervision:

• None

Education:

• High School diploma or equivalent
• Minimum of 3 years working in human services, preferably with adults or children with disabilities

Working Conditions and Physical Requirements:

• Ability to lift at least fifty (50) pounds on a routine basis to assist with individuals supported.
• Ability to bend, twist, lift, reach and assist individuals supported with their movements including their ability to stand up.
• Ability to sit for long periods of time
• Must be able to give and receive verbal and written instructions in English to staff, other professionals, and individuals.
• Ability to work primarily in an office setting, working under stressful conditions and meeting scheduled appointments and deadlines.