Administrative Assistant

Under the direction of the ILS Director, the Administrative Assistant ILS performs a variety of administrative duties to support Vista Care operations, employees, individuals served, and outside agencies affiliated with the company. They serve as the first point of contact for internal and external customers. The position helps by responding to routine questions, answering phone lines, and performing general clerical duties including being responsible for ensuring proper and timely billing, quality service, and support delivery for ILS and Self-Directed Service clients. This role operates in a professional office environment and routinely uses standard office equipment and technology.

Duties and Responsibilities:

• Answer multiple phone lines, emails, and greet in-person customers
• Maintain office equipment, phones, and supplies
• Responsible for scanning and storing documents
• Supports various departments during company training and meetings, including ordering and picking up meals/snacks, copying training/benefit packets as needed, etc.
• Orders, prepares, and distributes company cards, manages all mail, including trips to the post office.
• Maintains company forms - electronic and paper.
• Prepares office for daily operations, including but not limited to, cleaning counters and work area, emptying trash as needed, and completing supply inventory 

• Responsible for scanning records and storing documents to appropriate electronic folders
• Maintains regular office hours
• Coordinate and assists Vista Care Human Resources with submission of certification/recertification documents
• Assisting with New Hire Orientation (NHO) as needed, welcoming new employees warmly and setting them up for success. 
• Provides support for Self Directed Services clients, maintaining billing, records, submission of hours, etc.
• Performs other duties as assigned by direct supervisor or other leaders

Behavior should always be professional and consistent with Vista Care’s culture, Mission, Values, philosophy, and policies and procedures. Expectations include, but are not limited to: 

• Being a positive role model for individuals, employees, co-workers, and management. Represent the company in a professional manner.
• Treating individuals, employees, management, and all others, with dignity and respect, including honest and respectful communication
• Maintaining strict confidentiality with information
• Representing the company in a professional and responsible manner.
• Does not engage in activities other than official business during work hours
• Contributing to a harmonious working environment, and maintaining good working relationships with co-workers, management, individuals, outside agencies, and others with whom they may come in contact.  
• Complies with all company policies and procedures

Requirements, Qualifications and Experience:

• Must be 18 years of age

• Required to pass all background checks, upon hire
• Must have a valid driver’s license, proof of insurance, and insurable driving record that meets Vista Care’s current driving requirements
• Ability to complete required to initial and ongoing training requirements according to Vista Care policies, and state and federal requirements

Knowledge Skills and Abilities:

• Fluency in oral and written English
• Proficient in MS Office and Business Google including the ability to effectively use electronic documentation software and office/IS equipment
• Must have good interpersonal skills and consistently demonstrate effective decision-making abilities

Education:

• High School diploma or equivalent 
• Associates or Bachelor’s degree preferred
• Minimum of 1-2 years working in human services, preferably with adults or children with disabilities preferred
• Must have good interpersonal skills and consistently demonstrate effective decision-making abilities

Working Conditions and Physical Requirements:

• Ability to sit for long periods of time
• Must be able to give and receive verbal and written instructions in English to staff, other professionals, and individuals.
• Ability to work primarily in an office setting, working under stressful conditions and meeting scheduled appointments and deadlines.
• Requires repetitive manual and finger dexterity and eye-hand coordination, the ability to use all office equipment
• Must be able to remain awake and alter for the duration of each shift
• Prompt and regular attendance is required.

• Health, Dental, & Vision Insurance
• Generous PTO Policy
• 401k Plan
• Weekly Pay
• Growth-minded company with opportunity for career development & Advancement
• Leadership team that is dedicated to our company value of "Balance", which includes work/life balance
• Mission and values driven company culture

If you are interested in this position, please apply today!

Allie Mott

Talent Acquisition Specialist

[email protected]

www.vistacare.org

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