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Administrative Assistant

4 months ago

Holyoke, United States Autism Learning Partners Full time

Autism Learning Partners is a full-service provider that specializes in the treatment of autism and other developmental disabilities. Our broad thinking approach addresses the whole individual by collaborating with doctors, therapists, schools, and specialists. ALP’s goal is to work with their patients to achieve the best possible outcomePROGRESS

If you are interested in joining the ALP team as our next Administrative Assistant, then we want to make sure that our values align with yours.

Our company values are: Excellence, Respect, Accountability, Teamwork, Compassion, Collaboration, Stewardship, and Honesty

Our core competencies are: Demonstrating self-awareness, interpersonal savvy, communicates effectively, collaborates, decision quality, instills trust, ensures accountability, customer focus, drives results, and nimble learning

**Position Summary**
The Administrative Assistant serves as the first point of contact for anyone entering the office. The Administrative Assistant’s job duties include, but are not limited to, maintaining office appearance and equipment/supplies, invoices, answering any incoming calls, creating schedules, and providing general support to all employees and visitors of the office. If you believe you are the next Administrative Assistant that we're looking for to help our team continue to change the lives for so many families in the Holyoke area, then we want to hear from you

**Essential Job Functions**:

- Serve as the point person for office management duties, such as office maintenance, mailing, supplies, equipment, and invoices
- Welcome all visitors into the office
- Order any necessary office supplies for regional offices, including requests for social skills supplies or requests from upper management. Complete Amazon orders as necessary. Complete Staples order as necessary. Coordinate with IT department for any office equipment needs
- Ensure that all supplies are stocked in appropriate areas on a daily basis: Printer ink and toner, Bathroom supplies, Cleaning/sanitation supplies and PPE (gloves, masks, etc.), and CPA folders
- Address any necessary office repairs on an as-needed basis
- Ensure that office is kept clean and orderly on a daily basis o Throw away any old food in the refrigerator at end of each week
- Ensure that all client files are scanned and uploaded to Central Reach in a timely manner o Shred documents if required
- Assist clinical staff with maintaining RSVP lists for any onsite or offsite events using Constant Contact
- Maintain list of any toys/materials checked out from office o Follow up if items are not returned within two weeks of check out date
- Receive and sort mail on a daily basis o Ensure mail promptly goes to appropriate recipients
- Send back old equipment to IT when employee terminates
- Run safety inspections on a monthly basis, and fix any issues
- Schedule fire department safety inspections on an annual basis
- Run office fire drill annually
- Unpack and distribute orders on an as-need basis
- Maintain supply room organization
- Additional responsibilities assigned by regional directors may include: Expense reports, Employee conversion audits, Report uploads and data entry required by local funding sources, Employee mileage audits, Marketing efforts, Co-pay and client signature collection
- Additional duties as assigned by the direct Supervisor

The Basics:
This position is full-time, offering approximately 40 hours per week.
The availability we're looking for starts at 8am until approximately 4pm Mon-Fri (no expectation of working on the weekends).
The pay range we're offering is $17.50 - $20.00, depending on your experience.

**Necessary Skills and Abilities**:

- Microsoft Office basics (Word, Excel, Outlook) o Excel: sorting, filtering, freeze panes, etc.
- Excellent verbal and written communication
- Time management, prioritization, and organization
- Detail-oriented
- Ability to analyze spreadsheets/trackers and create action plans based on data

**Education, Licenses, and Certifications**:

- Bachelor’s degree preferred, but not required

**Experience**:

- Experience with HIPAA highly preferred
- 6+ months previous experience in an office setting preferred

**Additional Requirements**:

- Reliable transportation
- Enthusiasm and professionalism
- Autism Learning Partners supports a diverse workforce and is an Equal Opportunity Employer._

Pay: $18.00 - $20.00 per hour

Expected hours: No less than 40 per week

**Benefits**:

- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Employee discount
- Health insurance
- Health savings account
- Life insurance
- Professional development assistance
- Referral program
- Tuition reimbursement
- Vision insurance

Schedule:

- Monday to Friday

Application Question(s):

- To avoid potential conflicts of interest, please answer "Yes" to confirm that you DO NOT have any immediate family members (child, spouse, parent, or sibling) receiving services from A