Administrative Assistant

Do you want to be part of a work culture that values abundance, being person-centered, relationships, shared ownership, social justice, and stewardship? 

Our Administrative Assistant position is primarily responsible for providing administrative support to the Bedford and Lynchburg staff using knowledge about the functions of various services and performing tasks to assure effective day to day operations. You will frequently interact with individuals both internal and external to the agency and be called upon to assist individuals with projects and tasks as assigned.

Minimum Education, Training, Requirements And Prerequisites 

• High School or GED Diploma High school diploma or equivalent of 2-4 years’ experience.
• Experience in a Human Services agency preferred.
• Microsoft Office proficiency and good working knowledge of computer applications including word processing, spreadsheet, database and presentation software.
• Valid Virginia Driver’s License and proof of insurance.
• Access to a personal vehicle and satisfactory Driving Record in compliance with Driver Requirement Policy.
• Knowledge of business office operations and administrative clerical operations.
• Ability to actively promote and personally observe safety and security procedures and use equipment and materials properly.
• Knowledge of and ability to comply with state licensing, Medicaid and other agency standards.
• Ability to maintain records, prepare reports and required paperwork according to licensing and agency requirements in a timely manner.
• Flexibility to work at sites other than usual work location when circumstances warrant.
• Ability to observe health and safety regulations.
  
  

Specific Duties And Responsibilities 

Essential Functions:  May be required to perform any of the following duties: 

• Schedule and maintain calendar of appointments; coordinates meetings, interviews, events and other similar activities including scheduling meetings and site visits as needed for office staff.
• Prepare and distribute business correspondence (often using word processing, spreadsheet, and presentation computer software) via multiple avenues including fax, postal service, e-mail, etc.
• Maintain confidential files noting any missing documents and regularly communicating file status to the necessary parties.
• Maintain office supplies list; purchase, inventory and stocks office supplies and products.
• Order and receive deliveries as needed.
• Prepare meeting minutes, meeting notes and internal support materials.
• Respond to employee requests and answer employee questions within the scope of knowledge and responsibility.
• Ensure phone calls are answered and directed accordingly.
• Receive and greet guests in a professional, friendly, and hospitable manner.
• Assist with maintaining the inside of the building according to established procedures and building upkeep.
• Open and close visitor area (lock doors, close blinds, turn off lights).
• Assist with new employee processing by gathering new employee data from, monitoring forms for accuracy and forwarding documents to proper individuals for approval and processing.
• Oversee new hire processing by scheduling new hires for processing; receiving applications; assisting with screening of applicants; arranging interviews, and for needed trainings etc.
• Prepare and forward all HR related correspondence to the HR office.
• Track and schedule training and development activities for agency employees, family care providers, and family care assistants. Communicate with Manager and Regional Manager regarding employee FCP/FCA lack of compliance with training.
• Track other needed personnel documentation including evaluations and items needed for personnel files via spreadsheet and inform appropriate staff of missing or needed items.
• Coordinate orientation of new employees in assigned area.
• Maintain updated copies/files of needed forms.
• Prepare, sort and distribute mail; receive packages and make trips to the post office as needed.
• Call staff and remind them of time sheets due, training is due, and items missing from personnel file.
• Perform other related duties as required and assigned.
• Work schedule: Monday-Friday 8:00AM-4:00PM or 9:00am-5:00pm.
  
  

Why you'll love working at enCircle: 

We offer a competitive salary starting at $17.69 an hour plus an exceptional benefits package including:  

• Health, Dental and Vision Insurance 
• Nationwide Pet Insurance, including coverage for reptiles, birds and exotic pets
• 401(k) and 401(k) Matching  
• Employee Assistance Program, including Access to Chaplain Services   
• Educational Assistance Program   
• STD, LTD, Life, and AD&D Insurance 
• Generous PTO and Paid Holidays 
• Flexible Schedule  
• Retention Bonus 
• Cell Phone Reimbursement
• Unlimited Access to Premium Calm App for Staff plus Friends and Family
• Early access to paid wages with Wisely ADP and Dailypay