Administrative Assistant II - Employment & Transition

Summary:

The Administrative Assistant provides essential support to the SETS program, with a primary focus on the SETS initiative. This role ensures accurate data entry, timely reporting, and smooth administrative operations to support program goals and compliance requirements.

Essential Duties and Responsibilities:

Data Entry & Reporting

• Enter and maintain accurate participant data in designated systems.
• Prepare monthly reports, review student reports submitted by team before internal review and external stakeholders, including funding agencies.
• Track attendance, service delivery, and outcomes for participants including quarterly reports, student work-based learning time, and other internal and external reports.
• Maintain organized digital and physical records for audits and compliance.

Administrative Support

• Manage correspondence, including emails, memos, and communications with students/parents/guardians and counselors.
• Assist with application packets for new and returning students to include reviewing, follow up, and uploading data in designated systems.
• Assist with orienting and training new staff in processes and procedures including data entry and monthly reporting.
• Order and track supplies 
• Prepare and/or review staff, VISA, and Amazon expense reports and submit for Director’s approval

Office Operations

• Maintain a professional and organized office environment.
• Order and track supplies, ensuring proper documentation of expenditures.

Compliance/HIPAA:

While performing the duties of this job, employee will comply with all federal, state, and local laws and regulations pertaining to Easterseals Arkansas.

Employee has access to client protected health information of the individuals directly served by this person, except psychotherapy notes. Employee will not attempt to access any other protected health information unless otherwise approved by Supervisor or Privacy Officer.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Experience:

• High school diploma or equivalent required; associate degree preferred.
• Minimum 2 years of administrative experience, preferably in an educational or human services setting.

Competencies and Knowledge:

• Strong communication skills.
• Strong organizational skills and attention to detail.
• Proficiency in Microsoft Office Suite and data/reporting systems/virtual meeting platforms
• Ability to handle sensitive information with discretion.
• Ability to take initiative.
• Independent work ethic for self-management of schedule.
• Utilize sound judgment and decision-making skills.

Travel

• May be requested to travel to schools to meet with students, parents or school staff to complete or secure student documents, signatures, train, etc. 
• May be requested to travel to local or in state worksites, or work based learning sites as needed

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms and talk and hear. The employee is frequently required to stand, walk; sit; climb or balance; stoop, kneel, crouch, or crawl and taste or smell.

The employee must occasionally lift and/or move up to 60 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently exposed to moving mechanical parts. The employee is occasionally exposed to outside weather conditions. The noise level in the work environment is usually quiet too moderate.

Easterseals Arkansas has designated this position as a “non-safety sensitive” position under the Arkansas Medical Marijuana Amendment.