What are the responsibilities and job description for the Administrative Assistant position at IKOR of Charlottesville?
Company Overview
IKOR of Charlottesville is a dedicated life care management company that focuses on improving the quality of life for elderly and disabled individuals. We address our clients' medical, financial, environmental, and psycho-social needs with compassion and professionalism. Maintaining the highest level of confidentiality and ethical standards is key as we are a business of reputation.
Summary
We are seeking a highly organized, proactive, and dedicated Administrative Assistant to play a vital role in our organization. As the backbone of our daily operations, you will provide essential administrative support that directly impacts the efficiency of our team and the quality of service we deliver to clients. Your contributions will ensure that we continue to operate at the highest standards of excellence and professionalism.
Responsibilities
- Enter and maintain client profile data in our database inclusive of care team contacts, client calendars, and other key information
- Open, discern, scan, and forward high volume of client mail. Most mail contains important and time-sensitive information that must be routed to the appropriate party and/or resolved. Client mail can include irreplaceable estate documents, medical documents, bank statements, insurance documents, legal documents, and invoices for everything from utilities to caregiver services.
- Monitor all client Outlook inboxes.
- Complete Social Security Rep Payee applications.
- Submit USPS change-of-address forms for clients.
- Work with clients’ myriad institutions to alert them of informational changes (e.g. banks, utility companies, Medicare, various insurance providers, etc.).
- Upload and organize client documents in Egnyte (an encrypted, cloud-based platform that stores, shares, and manages files) inclusive of creating and organizing folders; uploading, naming, and organizing documents; downloading documents for faxing or emailing to relevant parties; and encouraging ‘paperless’ record-keeping as appropriate.
- Maintain client hard files in a locked cabinet. Original wills, trusts, POAs, etc. must be maintained in water-and-fireproof pouches and securely stored.
- Schedule client transportation and load names of providers, pickup times, and pickup and drop-off locations in clients’ calendars.
- Design and maintain a clear system for organizing and storing court-required receipts, disbursements, and bank statements that accompany conservator accountings.
- Answer IKOR phone.
- Provide company-wide administrative support and respond to requests from team.
- Ensure secure and ethical handling of all client and company information.
- Maintain confidentiality in all matters relating to client and Company operations.
- Attend regular staff meetings of the entire IKOR staff.
- Attend requested training or development events.
Requirements
We value life experience in many forms and recognize that it can come through a variety of personal, professional, and volunteer paths. The following qualifications are most likely to yield a happy and effective employee as well as smooth business operations:
- Above-average verbal and written communication skills; the job requires a lot of talking, writing, explaining, and sharing.
- Valid driver’s license.
- Experience with Microsoft Office applications.
- Familiarity with cloud-based file storage & sharing software.
- Demonstrated ability to understand life’s various logistics such as insurance claims, real estate transactions, buying and selling vehicles, paying bills, and recognizing when a particular logistic requires urgent attention.
- Life experiences that contribute to sound judgment, attention to detail, and the ability to anticipate the next two tasks that should naturally follow the one being worked on.
- Unimpeachable integrity and confidentiality. We are a business of reputation, and every employee plays a role in maintaining that reputation.
- We perform criminal and credit background checks.
If you are passionate about making a difference in the lives of others and possess the skills we seek, we invite you to apply today and become a part of our dedicated team at IKOR of Charlottesville!
Job Type: Full-time
Pay: $20.00 - $22.00 per hour
Expected hours: 35 – 40 per week
Benefits:
- 401(k)
- Health insurance
- Paid time off
Schedule:
- 8 hour shift
- Monday to Friday
Ability to Commute:
- Charlottesville, VA 22901 (Required)
Work Location: In person
Salary : $20 - $22