Administrative Assistant - FT

Description

RISE is seeking a full time Administrative Assistant to run our front office operations, oversee onboarding and ensure training compliance for current employees. This is the ideal role for someone who enjoys interacting with people on a daily basis and thrives in a fast paced environment. This is full time in office position with schedule of Monday to Friday from 8:00am to 5:00pm.

What does this role entail?

The Administrative Assistant is responsible for overseeing the onboarding process with tasks including I-9 collection, documentation collection, running background and DMV checks in an accurate and timely manner. This position regularly collaborates and maintains relationships with Directors, Coordinators, and office staff to ensure training compliance for the regional area. The ideal candidate will have knowledge of general administrative responsibilities and experience with maintaining an office. To succeed in this role, you should be familiar using various software systems and Microsoft Excel.

Who are we?

RISE is a non-profit organization that specializes in group homes, in-home care and community-based support services for children and adults with developmental and other disabilities, children with mental health challenges, and aging adults. For over 35 years, our purpose has remained constant. We create opportunities for and with the people we serve, their families, and for the men and women who work in the direct care profession.

Essential Job Functions:

• Support the assistant director, coordinators, team leaders, and other staff members by accomplishing various administrative tasks as requested and acting as a resource in assisting them in administrative/other duties
• Responsible for providing positive reception for all in the office and walking in traffic and making it a priority to answer incoming phone calls.
• Be responsible for all general office upkeep and organization, ensure equipment maintenance by making the appropriate calls when needed.
• Responsible for all mail in assigned office (including signing for packages, checking mail daily, and dropping off of mail timely)
• Assist in recruiting new employees creatively through posting, screening resumes, scheduling interviews as assigned.
• Assist with scheduling and overseeing onboarding according to best practice and in a timely manner. Ensure the new employee packets are up to date.
• Provide training, technical assistance and support to employees as needed.
• Interact with applicants and new employees in a positive, enthusiastic, and professional manner and assist them in completing applications at the time they apply and new hire paperwork as they complete all pre-service paperwork and other onboarding requirements. Ensure onboarding tasks are completed on the date of hire.
• Follow-up on all incomplete onboarding or employee paperwork and training and implement systems to continuously monitor compliance (such as using databases frequently and doing personnel audits on employee files). Communicating with supervisors regarding employee problems with training and paperwork requirements.
• Represent RISE in a professional and knowledgeable manner when interacting with the people in the community and people associated with RISE.
• Maintain accurate employee files timely by keeping up with paperwork and entering it into electronic databases as necessary and archiving files of previous employees.
• Assist in setting up training classes (CPR/First Aid, OIS) and maintain flow of signed up employees to ensure maximum capacity. Ensure certifications are timely issued and filed according into electronic databases.
• Conduct training as requested in a variety of courses using traditional and diverse modalities.
• Communicate effectively and timely with managers about problems with non-compliance of training requirements by employees.
• Assist supervisors in communicating with Payroll about pay information and completing necessary payroll check request to term out employees according to state law.
• Maintain good communication with all RISE Administrative Assistants.
• Be knowledgeable about RISE policies and procedures, company changes, and the types of supports RISE provides in the region.
• Be aware of the people RISE supports and treat each person with dignity and respect.
• Continually look for ways to develop and improve systems to make things run more smoothly and increase efficiency.
• Assist departments with billing, filling, invoice distribution, and communicating with funding sources as needed.
• May generate planners for service providers, invoices, and gather necessary service authorizations on a monthly basis.
• May assist in providing follow-up for outstanding payments.
• Review all reports and documents for spelling, grammar, syntax, and quality prior to distribution.
• Other duties as assigned
  
  

Qualifications

Ideal Skills / Competencies:

• Verbal and written communication
• Problem-solving
• Relationship and interpersonal skills
• Flexible and adaptable
• Organization, time management, and attention to detail
  
  

Education & Experience:

• High school diploma or GED required.
• 1 year of administrative office experience preferred.
• Proficient in computer software including Windows, Word, Excel, PowerPoint, G Suite, etc.
• Excellent interpersonal, customer service skills and professional phone etiquette
  
  

Work Authorization & Clearance:

• At least 18 years of age
• Ability to pass criminal background check and ongoing during employment
  
  

Benefits:

• Paid training (in person and online)
• Medical, dental and vision package
• Tuition reimbursement programs
• 14 paid holidays (including your birthday!)
• Generous vacation time
• Retirement planning
• Disability & Life insurance
• Pet insurance and discounts
• Ongoing career opportunities and more!
  
  

RISE is driven to break the model of institutionalized care for individuals with disabilities by providing exceptional 1:1 care to the individuals we get to serve. We live this mission by providing various programs to grow and support our staff. This is a great opportunity for a responsible, committed individual that wants to be part of making a difference in the lives of others!

If you require reasonable accommodation for any part of the application process or hiring process, please submit your request through one of the following methods listed below:

• Dedicated fax 866-268-8885
• Dedicated email
• US mail
• Dedicated phone 1-866-242-2714: DISABILITY ACCOMMODATION REQUESTS ONLY
  
  

RISE is an Equal Employment Opportunity (EEO) employer. We embrace diversity in all its form. We provide equal employment opportunities to all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information.