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Administrative Assistant

2 months ago

Blue Bell, United States The Columbus Organization Full time
Description

Position Title: Administrative Assistant

Location: Blue Bell, PA (Hybrid)

About Us:

The Columbus Organization is a group of caring professionals whose mission is to assist children and adults with physical and intellectual disabilities achieve independence through a life that is meaningful to them. With a person-centered planning and thinking approach, it is our vision to be recognized as an organization that transforms individuals' lives and provides families the peace of mind in knowing their loved one has a voice and a valued role in their community.

Benefits:
  • Cigna Medical/Dental/Prescription Insurance
  • 401k Retirement Savings Plan
  • Vision Care
  • Phone Stipend
  • Life Insurance with Buy-Up Option
  • Generous Time Off
  • Short/Long Term Disability
  • Accident/Hospital/Cancer Plans
  • Flexible Spending Account
  • Health Advocacy Program
Summary:

The Administrative Assistant oversees and facilitates the efficient operation of each assigned department by managing a variety of clerical and administrative tasks.

Responsibilities:

Administrative Assistant responsibilities include:
  • Assists in the coordination, control, and completion of special projects as requested (i.e., business license renewals, Medicaid-related items, FOIA requests).
  • Receives, sorts, scans, and distributes incoming USPS office mail via email (must go to the office two days/week).
  • General office duties to include: receiving, sorting, and distributing incoming and outgoing mail; tracking certified and priority mail; sending and receiving faxes daily, etc., and performs other routine office duties as needed (i.e., Fed Ex).
  • Organizes and maintains inventory of general office machines/materials/supplies (i.e., postage machines, copiers/printers, Staples office supplies).
  • Assists with handling, organizing, ordering, and managing Columbus certificates of insurance.
  • Assists with troubleshooting Columbus' physical locations (i.e., office repairs, tickets).
  • Assists the Proposals department with Requests for Proposals (RFP) reviews by researching State page websites (and other sources) for new business opportunities.
  • Assists the Contracts department with completion of forms and handling of executed agreements
  • Update Salesforce as requested.
  • Assist with managing various leases/agreements.
  • Developing form letters, reports, forms, schedules, records, and other documents.
  • Protecting the privacy and security of information about our company's operations, employees, survey respondents, clients, and individuals at all times.
Competencies:
  • Knowledge of standard business formats and styles for letters and business forms.
  • Knowledge of office procedures and practices.
  • Knowledge of the methods of data collection.
  • Legal/Law Firm experience a plus
  • Accuracy and efficiency with data entry and proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and other data entry applications. Salesforce experience a plus.
  • Strong organizational skills and placing importance on attention to detail a must.
  • Oral and Written Communication - listens well and requests clarification when required, responds to questions promptly and professionally, and writes clearly and informatively.
  • Multi-functional - ability to thrive in a fast paced, multi-tasking environment.
  • Problem Solving - identify and resolve problems in a timely manner.
  • Dependability - takes responsibility for own actions, committed to working additional hours as needed to meet work deadlines and goals.
  • Initiative - takes independent actions, looks for opportunities, and asks for and offers help when needed.
  • Professionalism - approaches others in a tactful manner; reacts well under pressure.
  • Judgment - maintains confidentiality, displays willingness to make decisions, and exhibits sound and accurate judgment.
  • Ethics - treats people with respect, honors commitments, inspires the trust of others and upholds organizational values.
Required Experience
  • Three years of secretarial or office clerical work experience.
  • High school diploma or its equivalent can substitute for one year of the required work experience.

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