Administrative Assistant

accessstar; Manassas (VA); On-site; USD 35,000 - 50,000; Full time

Job summary

Accessstar is seeking an Administrative Assistant in Manassas, Virginia, to provide crucial support to the Executive Director and various managers. This role involves a wide range of administrative tasks, including scheduling, data entry, and maintaining HR documentation.

The ideal candidate should possess strong organizational and communication skills with proficiency in office software. The role offers a dynamic work environment that supports both employees and clients, contributing to overall organizational success.

Qualifications

• Strong administrative skills with the ability to manage multiple tasks.
• Excellent communication skills to interact with staff and clients.
• Experience in data entry and maintaining records.

Responsibilities

• Assist senior staff with administrative tasks.
• Manage office supplies and equipment.
• Coordinate employee and client satisfaction surveys.
• Process pre-hire and post-hire paperwork.
• Maintain integrity and confidentiality of HR records.

Skills

Administrative skills

Communication

Data entry

Human resources knowledge

Organizational skills

Education

High School Diploma or equivalent

Tools

Microsoft Office Suite

HR management systems

Job description

Responsibilities

• Assist the Executive Director, Director for Operations, Human Resources Director, and Managers (and others, as needed) with various administrative tasks in order to maintain the program.
• Answer telephone calls, direct them to the proper program/person and take clear messages.
• Greet and provide assistance to visitors.
• Coordinate Employee and Client Satisfaction Surveys.
• Maintain ongoing communication with Direct Support Professionals and share necessary updates with relevant program staff.
• Oversee postal components, process company mail both incoming and outgoing, etc.*
• Open/close confidential case records, file, produce correspondence, statistical reports, flyers and other tasks as assigned.
• Perform data entry and work processing (individual and employee records).
• Manage individual admission into the program and ensure all required documentation is received and processed.
• Order supplies, maintain equipment and facilitate other office repairs in conjunction with relevant staff.
• Maintain the schedule for all office staff and be aware of scheduling changes.
• Maintain office systems, procedures and person program specific assignments.
• Disseminate internal and external public relations & marketing materials and give tours to prospective individuals/clients and other stakeholders.
• Attend regular in‑services to increase skills set and knowledge of development and intellectual disabilities populations served by AccessStar.
• Transport individuals to appointments as necessary.
• Perform duties of Direct Care professionals as needed.
• Process all pre‑hire and post‑hire paperwork.
• Maintain accurate and up‑to‑date human resource files, records, and documentation.
• Answer frequently asked questions from applicants and employees regarding standard policies, benefits, hiring processes, etc.; refer more complex questions to appropriate senior level HR staff or management.
• Maintain the integrity and confidentiality of human resource files and records.
• Perform periodic audits of HR files and records to ensure that all required documents are collected and filed appropriately.
• Provide clerical support to the HR department.
• Assist with payroll functions including processing, answering employee questions, fixing processing errors, and distributing checks.
• Act as a liaison between the organization and external benefits providers and vendors, which may include health, disability, and retirement plan providers.
• Conduct or assist with new hire orientation.
• Manage employee training/annual trainings.
• Assist with planning and execution of special events such as benefits enrollment, organization-wide meetings, employee recognition events, holiday parties, and retirement celebrations.