Adult Services Administrative Assistant

POSITION: Adult Services Administrative Assistant

SUPERVISOR: Adult Services Operations Manager

FLSA CLASSIFICATION: Non-exempt / Full-time

Position Hours: 8:00am – 4:00pm

POSITION SUMMARY:

The Adult Services Administrative Assistant is responsible for supporting the GADOL Adult Day Program and MY Life Program in administrative duties and acting receptionist for the 799 Central Ave Keshet Location. The Administrative Assistant will demonstrate and promote a strong work ethic, solution-oriented thinking, actively engage with participants, practices to ensure a meaningful day for program participants and support the mission and values of Keshet.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

• Monitoring the entrance, receiving and welcoming guests and team members, and escorting them where to go.
• Maintaining the Visitors Log for the site.
• Responsible for answering phone calls and needed transfers for Adult Services, general mail, email, and other correspondence as needed (including faxes).
• Receive and distribute deliveries and pick-ups.
• Monitor and order office and kitchen supplies for 799 Central Ave. (Amazon, etc.) and ensure programming materials are available as needed. Maintaining proper receipts for all purchases.
• Work positively and collaboratively with other departmental admins, parents, staff, and team members for all daily needs.
• Maintain 799 Conference Room schedule and calendar and ensure that the conference room is set up for guests and groups, stocking water and snacks.
• Welcoming new hires, and assisting with planning staff activities or special events
• Oversee daily attendance of GADOL Team Members in Therap
• Oversee daily allocation of team member funds for activities
• Request and monitor daily head counts from staff
• Demonstrate a strong work ethic, solution-oriented thinking, open mindedness, active listening, good judgment, decisiveness, accountability and strategic thought.
• Work with facilities building management on facilities issues and maintenance.
• Oversee maintenance needs of Adult Services vehicle fleet
• Technology liaison with the IT department.
• Manage Infinitec for Adult Programs, assigning and tracking training and following up on staff training and users.
• Responsible for annual staff background checks and assisting with any audit preparation.
• Comply with all internal and state regulations
• Adhere to all Keshet policies and procedures
• Additional responsibilities as needed and assigned by Adults Services Operations Manager.

QUALIFICATIONS:

• Bachelor’s degree preferred
• Proven experience as an administrative assistant
• Complete required training as assigned and in a timely manner
• Proven track record of designing and maintaining organization systems
• Detail oriented
• Positive attitude and friendly demeanor
• Exceptional oral and written communication skills
• Proficiency in computer software (Microsoft Office, Slack, Google)
• Strong organizational skills and adept at performing multiple tasks at once
• Experience working with individuals with intellectual/developmental disabilities
• Ability to establish and ma