What are the responsibilities and job description for the Administrative Assistant position at Cassiel Inc. DBA Visiting Angels?
LOOKING TO MAKE A DIFFERENCE IN A FULFILLING POSITION?
OVERVIEW & JOB SUMMARY
Visiting Angels is seeking an energetic, organized, and resourceful individual with a heart for service to join our team. Our office culture is one of recognition and appreciation, with emphasis on creative a positive, teamwork environment. We strive to provide a profoundly, remarkable experience to our clients, caregivers and each other within the office. We are dedicated to deliver the highest level of customer service and care.
The Administrative Assistant will be an integral part of staff efforts in upholding the mission of Visiting Angels. If you have an infectious smile that comes through over the phone, are driven to serve others in your community and want to work with an amazing team - apply asap! We are eager to hire the right person, and would love to talk with you about this opportunity!
DUTIES AND RESPONSIBILITIES
Office Services
- Administrates the reception area to ensure effective telephone and mail communications, both internally and externally, to maintain professional environment and culture
- Serve visitors by greeting, welcoming, directing and announcing them appropriately
- Answer, screen and forward incoming phone calls, as needed to individuals, departments or offices, while providing basic information when needed.
- Distribute incoming and prepare outgoing mail
- Maintain the reception/entry and conference areas in a professional manner
- Purchase and manage use of office supplies
- Maintain security by following procedures and controlling access to the rest of the office
- Update office contact information and distribute as needed
- Perform other clerical duties such as photocopying, collating, scanning, faxing, etc.
- Responsible for office equipment maintenance, including troubleshooting software/hardware issues
Administrative Support
- Coordinates overall administrative activities for the office
- Maintain and communicate company calendar and schedule of meetings
- Perform scheduling tasks as directed by owners/administrators utilizing ClearCare
- Assist in preparing employee orientation binders, assessment folders & Client Notebook
- Caregiver recruiting, interviewing, hiring, training & orientation coordination
- Maintain Caregiver files, records, data
- Make badges for new hires and replacements
- Send correspondence letters and cards, as requested by staff
- Perform tasks to assist office management as needed
Human Resources
- Distribute employee communications (handbooks, 401K eligibility, monthly safety tips, updates, notices, etc.)
- Compile and keep up to date hiring documents and packets (current I-9, tax documents, etc.)
- Check for errors on all incoming hiring paperwork, checking and signing off as needed, certifying their authenticity and accuracy according to state and federal guidelines.
- Assist with employee recognition activities
- Inform, follow up, receive and upload Annual trainings, expirations on necessary files, completion of WOTC questionnaires, etc.
Marketing
- Communication of Referral contacts/phone calls
- Compile marketing materials (assessment folders) and communication Notebooks for client services
- Schedule and organize meals for trainings and other organized events
- Assist in preparing presentation and trade show information
Qualifications
- Some college or post high school education preferred
- Able to work in an environment with a high level of activity
- Interpersonal and communication skills
- Customer service orientation
- Attention to detail
- Proficient computer skills
Compensation Package: Pay = $17-$19/hr DOE, Medical Insurance, 401K with matching, Fitness Club Membership, 2 weeks vacation available to use upon hiring, on-going training & education, discounted legal services, discounted disability and supplemental insurances.
HOURS AND DAYS
Monday through Friday 8:30am to 5pm
Salary : $17 - $19