Description

Administrative Assistant
Job Type: Full Time
Location: North Adams, MA
Schedule: 37.5 hours/week, M-F
 

Position Description:
The Administrative Assistant is primarily responsible to greet and direct consumers and visitors to the facility, respond to general questions, oversee, and coordinate the activities of the front desk/reception and to assist management staff in an administrative capacity, insuring the highest quality of delivery of information and support.

Administrative Assistant Responsibilities:

• Provide a welcoming presence to visitors. Greet everyone as they enter the building. Help direct individuals to correct staff/location/etc.
• Follow agency safety procedures for visitor entry and ensure that all visitors sign in.
• Answer a multi-line phone system and transfer calls to proper extensions.
• Ensure that up-to-date information is available, including program brochures, agency newsletter and upcoming event calendars.
• Maintain meeting rooms and schedule rooms for people wishing to access these resources.
• Complete and submit weekly the Family Support and MRC tracking logs.
• Track registration for upcoming Family Support programming.
• Prepare materials needed for workshops and meetings (PowerPoints, handouts, etc.) including assisting in organization, clean-up, and preparation of program space for activities.
• Prepare and send documents to promote communication between departments and other professionals as assigned.
• Assist in the scheduling and coordination of training for staff, individuals, and families.
  Make copies and material packets for department staff as needed.
• Collect and track Adult Family Care Carelog paperwork as needed by department.
• Create and prepare mass mailings to consumers including program invitations/special event fliers/etc. including stuffing and labeling envelopes.
• Ensure knowledge of all programs to best represent them in the most positive way possible.
• Maintain Agency White Board of events.
• Complete and/or file consumer related records, as assigned, per standard format assuring appropriate confidentiality and safe keeping of documents, required forms and progress forms.
  Assist staff with program and service preparation (i.e., Pecs cards, lamination, faxing, shopping, room set up, etc.).
• Assist in the implementation of special projects across agency departments, as assigned.
• Attend staff meetings as assigned.
• Update staff mailboxes and sign-in board when new staff are hired or staff leave the agency.
• Attend educational fairs and community events where UCP is a vendor as requested.
   

Requirements

Qualifications:

• A high school diploma or equivalent.
• Proficient in computer skills, MS Office Word, Excel, Access, and PowerPoint with ability to learn new systems and software.
• Must possess excellent typing and data entry skills.
• Excellent verbal and written communication skills.
• Ability to understand concepts of confidentiality and privacy.
• Ability to work flexible hours as needed.
• Ability and desire to work in a team environment.
• Cultural Competency.
• Knowledge of local community resources and community-based providers, and UCP programming.
• Must be self-motivated, positive, and energetic.
• Strong interpersonal skills.
• Ability to prioritize and follow-through on multiple tasks/projects.
• A valid driver’s license, proof of insurance and the availability of a private vehicle.
• Satisfactory CORI, SORI, DPPC, National Fingerprint background checks.
   
  Benefits:
• Medical, dental and vision insurance after first month of employment.
• Earn two weeks of vacation in first year of employment, and three weeks of vacation after first year.
• Three personal days per year.
• Earn up to seven sick days per year.
• Reimbursement up to $500 annually toward related license, certification or associations.
• May qualify towards federal student loan forgiveness.
• 403(b) retirement program with company match after one year.
• Mileage reimbursement.
• Employee referral program and more!

About Us:

As part of the UCP affiliate network, UCP of Western Massachusetts offers a variety of community programs and services for persons with disabilities and other similar service needs, including Assistive Technology, Early Intervention, Individual and Family Support, and Adult Family Care. UCP has offices in western Massachusetts and is COA accredited. UCP of Western MA is guided by a set of core principles - Respect, Integrity, Communication, and Empathy. Our team is dedicated to providing a "Life Without Limits" for people with disabilities, and we are seeking a motivated and talented individual who shares our commitment to these principles to join us in our mission. Learn more at http://ucpwma.org