Administrative Assistant (Part-Time)

Distinguishing Features of Work

The Administrative Assistant is responsible for overseeing administrative functions of the organization. This position will coordinate office activities and operations to secure efficiency and compliance to company policies. This position also performs a wide range of administrative and office support activities for the department and/or supervisors to facilitate the efficient operation of the organization.

This position represents Impact Community Services, LLC in various external settings and directly influences the public's perception of the organization. This position has the responsibility for ensuring that Impact Community Services Programs and Services are accessible, responsive, coordinated, and efficient.

Essential Job Functions

• Oversees administrative and operational functions to ensure compliance with local, state, and federal guidelines as described in 12 VAC 35-105
• Employee reviews, file management, coordinate trainings
• Handling public relations issues; this includes representing Impact Community Services to Customers, in person, writing, or by telephone, e-mail or FAX.
• Promote IMPACT in the community and at appropriate venues/institutions
• Refine processes, documentation, and system for providing orientation to new employees; (within 15 days)
• Recruitment/hiring/schedule employee ongoing training; complete Background Check via Field Print for new perspective DSP's and their Back-up's and create file folders for DSP's and Individuals during the on boarding process
• Keep personnel records up to date with calendared dates for training, routine/random inspections
• Maintain disciplinary records, documentation of termination, corrective action, etc.
• Answer, screen and transfer inbound phone calls
• Receive and direct visitors and clients
• General clerical duties including emailing, photocopying, fax, and mailing
• Maintain electronic and hard copy filing systems
• Retrieve documents from filing system
• Handle requests for information and data resolve administrative problems and inquiries
• Prepare written responses to routine inquiries
• Prepare and modify documents including correspondence, reports, drafts, memos, and emails
• Complete LEIE checks on the 15th of each month if M-Th, or after if the 15th falls on a weekend day
• Schedule and coordinate meetings, appointments and travel arrangements for directors or supervisors
• Prepare agendas for meetings and prepare schedules
• Record, compile, transcribe and distribute minutes of meetings
• Maintain office supply inventories and purchase needed in-house supplies
• coordinate maintenance of office equipment; coordinate and maintain records for staff, telephones, and clients,
• Collaborates with the Residential Team to ensure the facilitation of the risk management objectives are strategically implemented.

Minimum Qualification Standards

• A high school graduate or GED, have demonstrated at least five years' experience performing administrative duties; and
• Have demonstrated through professional and life experiences the ability to provide administrative and operational oversight for Programs and Services.
• Must possess a valid VA Driver's License and proof of insurance.
• Must successfully complete criminal history and central registry background investigation.
• Proficient in Microsoft Office Suite

Knowledge, Skills and Abilities

Possess strong computer skills, ability to train and supervise, ability to communicate orally and written; ability to establish and maintain effective working relationships with individuals, community and staff; ability to analyze findings, identify problems and formulate solutions; knowledge of Intellectual disabilities and related physical, health, and behavioral concerns; possess caring and positive attitude; experience in conducting comprehensive assessment and knowledge of documentation tools. Must be able to work well with cross functional teams. This position requires the successful completion of training/certification in CPR, first aid, behavior management, medication administration. The successful completion of criminal history and central registry background investigations.