Administrative Assistant

Position Title: Administrative Assistant

Immediate Supervisor: QIDP (or Executive Assistant)

Job Type: Full-Time, Non-Exempt

Job Overview:
We are seeking a highly organized and proactive Administrative Assistant to support the daily operations of our facility. This role involves ensuring smooth communication, accurate record-keeping, and providing effective administrative support to both staff and clients. The ideal candidate will be able to handle a variety of tasks with precision, professionalism, and attention to detail.

Key Responsibilities:

• Mail Collection and Distribution: Gather, organize, and deliver mail, including PTO sheets, volunteer sheets, CIRs, and other relevant documents. Ensure items are presented to the Unit Manager for approval and signatures.
• Emails: Respond to emails promptly, addressing PTO requests, staffing updates, and client-related inquiries.
• PTO and CIR Processing: Collect, record, and file approved/disapproved PTO requests and CIRs in SharePoint, ensuring staff receives copies for their records.
• PRN Log: Maintain records of part-time employee workdays in SharePoint.
• Staffing/Client Assistance: Assist staff with PTO inquiries, Relias and Paycom questions, and general staffing information. Support client requests, including money management, dining, appointments, and meetings.
• Office Supplies and Laundry Orders: Order office supplies and ensure laundry counts and orders are submitted by custodial staff.
• Send Out Checks to HS3: Distribute disaster supply checks
• Online Meetings: Organize and confirm online meeting links, including PNR sessions for family participation.
• Filing: File meeting notes, MPNs, PMRs, IHPs, and other client-related documents in designated areas.
• Reconcile Petty Cash: Record staff dine-out receipts and behavior money in spreadsheets. Submit requests for cash replenishment.
• Mail Run: Collect and distribute mail across all buildings, ensuring it reaches appropriate destinations.
• Staff and Client Meetings: assist with meetings including HS3s, PMRs, IHPs, and online meetings.
• Assignment Sheets: Organize and distribute weekly assignment sheets, keeping digital copies for record-keeping.
• New Employee Onboarding (NEO): Ensure new staff training schedules are managed and all necessary documentation is completed.
• Assignment Sheet Updates: Update staffing assignments, pre-approved PTO, scheduled training, and volunteer details.
• PTO Accrual: Update and review PTO accruals for approval by the Residential Manager or DSP V.
• PTO Use Memo: Notify staff about upcoming PTO limits to avoid exceeding their balance.
• Team Meetings: Distribute Team Meeting notes to the team.
• PTO Logs: Update and maintain PTO data logs in collaboration with HR.
• IDT Meeting: Attend and distribute meeting notes for the IDT meeting.
• Performance Evaluations: Coordinate and track performance evaluations, update documents, and distribute final evaluations.
• PIP and Recreation Data: Tally data related to recreation activities for reporting purposes.
• Training Coordination: Ensure staff training is completed and sent to the Training Coordinator for tracking.
• Staffing Schedule: Create and update the monthly staffing schedule, ensuring accuracy and timely distribution.
• Disaster Supplies Checklist: Update the disaster supply checklist as part of monthly preparations.
• COVID Logs: Maintain and update COVID screening and results logs for both staff and clients.
• Monthly Reminders: Ensure staff are reminded about monthly van checks, fire drills, and other essential tasks.
• IHPs: Process, track, and complete IHPs for all clients, including collecting assessments, preparing documents, and facilitating meetings.
• Consent Management: Prepare consents for signature and ensure completion for IHPs.
• Inservices (Various): Conduct inservice training as required by management and ensure staff compliance with ongoing training requirements.
• Job Postings: Post open positions as needed.
• Document Scanning and File Management: Assist with scanning and organizing files for investigations or audits.
• Visitor Management: Sign in and track visitors to the facility.
• Work Orders: Create work orders when necessary, in the absence of custodial staff.
• Additional AA Support: Provide assistance to other Administrative Assistants when covering shifts or during times of increased workload.

Skills and Qualifications:

• Strong organizational skills with keen attention to detail.
• Excellent communication and interpersonal skills.
• Ability to multitask and manage multiple responsibilities simultaneously.
• Proficient in Microsoft Office Suite, SharePoint, and online meeting platforms.
• Prior administrative experience preferred.

Certifications & Licenses:

• Valid driver’s license and reliable transportation.
• First Aid and CPR certification (or willingness to obtain within a specified timeframe).
• Professional Crisis Management certification (or willingness to obtain within a specified timeframe).

Physical Demands:

· Ability to stand, sit, bend, lift, climb, balance, stoop, kneel, crouch, and move intermittently. Use hands to handle or feel. Ability to turn on the knees, back, wrist, shoulders, and grasp with both hands. Must be able to frequently lift/move up to 50lbs. and occasionally lift and move more than 50lbs.

· Ability to assist individuals with mobility and other physical needs.

· Mandatory overtime

Work Environment:

• Work is primarily performed in residential settings which may include exposure to varied environmental conditions.
• Occasional travel may be required.

This position is critical to maintaining the smooth day-to-day operations of the facility, ensuring staff, clients, and management receive the support they need in a variety of administrative capacities.

Job Types: Full-time, Part-time

Pay: $24.74 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Ability to Commute:

• Enid, OK 73701 (Preferred)

Ability to Relocate:

• Enid, OK 73701: Relocate before starting work (Required)

Work Location: In person

Salary : $25