Administrative Assistant 2

Administrative Assistant 2:

Are you organized, detail-oriented, and passionate about helping others? Join our team as an Administrative Assistant and play a vital role in supporting members and ensuring compliance with agency and state requirements. This position combines administrative expertise with meaningful community engagement, including working directly with members to obtain important documentation and support the delivery of quality services.

The Administrative Assistant collaborates with Intake Coordinators and the Vibrant Administration team to support annual care planning, maintain accurate client records, and ensure services are delivered appropriately and efficiently. This role also includes traveling to members' homes and community locations to obtain required signatures and documentation, helping ensure timely and compliant service delivery.

This is an excellent opportunity for a professional who enjoys balancing office administration with direct member support and values making a difference in the lives of others every day.

Benefits:

Office hours 8-5 M-TH, 8-12/5 F (still paid 40 hours-explained at interview)

No on call, no weekends

PTO, sick time/mental health and 8 paid holidays

Access to daily pay

Wellness benefit

401K and company match (after 1 year of service)

Casual & fun office vibe

Work that matters & company that cares

Opportunity for growth 

Function:  This role is responsible for building and maintaining client data, coordinating annual care meetings as needed, and traveling to members' homes to obtain required signatures and documentation.

Responsible to:  Senior Manager

Employee Type:  40 hour, hourly employee 

Travel Required: As needed and up to 100% of time, IA Territory

Additional benefits:

Company vehicle and gas card

Basic Functions

The Administrative Assistant 2 assists with annual care planning in collaboration with Intake Coordinators, partnering to ensure services are provided in a manner that meets members' needs and complies with agency and state requirements. This role is responsible for building and maintaining client data, collaborating with the Vibrant Administration team to ensure services can be delivered appropriately, coordinating annual care meetings as needed, and traveling to members' homes to obtain required signatures and documentation for care plans and other agency-related forms.

The Administrative Assistant provides support to managers and employees by assisting with daily office operations and general administrative activities. This position helps ensure that all interactions between the organization, members, families, providers, and other stakeholders are positive, professional, and productive. The role requires handling confidential and time-sensitive information with a high level of discretion, accuracy, and professionalism.

Responsibilities:

· Answer phones, emails, and texts to provide customer service to our field staff, clients and their families and referral sources

· Assist with documentation requirements

· Prepare marketing, intake and onboarding materials

· Assist with intake and annual client paperwork

· Basic office functions – scanning, sorting/preparing mail, filing, preparing documents etc.

· Run operational reports as directed from Management/Administration

• Always represent the agency professionally

Additional Responsibilities:

• Travel to members' homes and other designated locations as needed to obtain signatures on care plans, service agreements, consent forms, and other required documentation. 
• Maintain accurate records of completed visits and collected documentation. 
• Ensure all signed documents are submitted and filed in accordance with agency policies and state requirements. 
• Demonstrate professionalism and excellent customer service while interacting with members in their homes and communities. 
• Maintain a valid driver's license, and appropriate auto insurance as required for business travel.
• Other duties as assigned

Essential Qualifications:

· Demonstrated customer service skills and ability to de-escalate situations

· Computer/keyboarding skills: Microsoft office, excel, PowerPoint, Adobe

· Have an interest in serving the elderly or people with disabilities

· Excellent verbal and written communication skills

· Ability to provide customer service to all types of people of different age, race, gender, socioeconomic status and special needs.

· Ability to manage multiple projects and deadlines; and thrive in a fast-paced environment

· Have a positive attitude and be a team player

Special Requirements:

• Ability to drive to work site locations

• Valid Driver’s License and auto insurance

• Ability to lift 25-50 lbs., bend, twist, kneel, reach, push, pull and carry