Administrative Assistant

RBR Alliance, Inc.; New Albany (IN); Hybrid; USD 36,000 - 48,000; Full time

Job summary

Fairmont Neighborhood Center’s Children’s Services and FNC Day Program seeks an Administrative Assistant to provide administrative, clerical, fiscal, and program support. The role supports staff, clients, funders, stakeholders, vendors, and the public while maintaining confidential files, billing documentation, databases, and office systems.

This position also backs agency planning, safety, compliance, and daily operations.

Qualifications

• Familiarity with Microsoft Office applications required.
• Strong organizational and administrative skills.
• Ability to manage clerical, administrative, fiscal, and recordkeeping functions accurately and efficiently.
• Strong written, verbal, and electronic communication skills.
• Word processing and spreadsheet knowledge and experience.
• Ability to maintain accurate databases, records, reports, and filing systems.
• Ability to handle confidential information professionally and ethically.
• Ability to interact effectively with staff, clients, vendors, funders, stakeholders, employers, and the general public.
• Ability to respond empathetically to individuals served.

Responsibilities

• Perform day-to-day reception, clerical, administrative, and fiscal functions for Children’s Services and the FNC Day Program.
• Create reports, forms, newsletters, correspondence, and other documents as requested.
• Receive, inform, and direct office visitors in a timely, courteous, accurate, and friendly manner.
• Maintain office supplies and ensure office equipment remains stocked and operational.
• Prepare billing statements and track billing activities.
• Review and submit First Steps billing for accuracy and completeness, including ICD-10 codes, provider and parent signatures, location codes, visit codes, and other required billing information.
• Manage petty cash for Children’s Services and track requisitions for Children’s Services and ADA/ACCESS.
• Record and maintain meeting minutes for staff meetings and other meetings as assigned.
• Maintain Medicaid records and other program-specific documentation.
• Transfer data to computer spreadsheets and maintain accurate program databases.
• Develop and maintain employer, client, program, and other required filing systems.
• Maintain the confidentiality and security of client and agency records.
• Ensure paperwork is filed promptly and that files are complete, accurate, and up to date.
• Log required documents into tracking spreadsheets as part of the filing process.
• Maintain other filing and recordkeeping systems as needed.
• Participate in agency committees and task forces to support quality improvement and effective agency operations.
• Monitor building safety and security procedures and drills.
• Refer building and grounds maintenance needs to appropriate personnel.
• Complete all other duties as assigned by the supervisor.

Skills

MS Office familiarity

Organizational skills

Administrative skills

Written communication

Database management

Confidentiality

Interpersonal communication

Education

High school diploma or equivalent

Two years of office experience

Job description

JOB TITLE: Administrative Assistant – Children’s Services and FNC Day Program

DEPARTMENT: Children’s Services and FNC Day Program

SUPERVISOR’S TITLE: Director of Children’s Services and Director of FNC Day Program

POSITIONS SUPERVISED: None

JOB STATUS: Full-Time, Non-Exempt

Schedule: Monday-Friday: 8am-4pm

Summary:

Provide effective and efficient administrative, clerical, fiscal, recordkeeping, and program support for Fairmont Neighborhood Center’s Children’s Services and FNC Day Program. This position supports staff, clients, funders, stakeholders, vendors, and the general public while maintaining accurate records, confidential client files, billing documentation, databases, reports, and office systems. The Administrative Assistant also supports agency planning, safety, compliance, and overall operational needs.

Key Responsibilities:

• Perform day-to-day reception, clerical, administrative, and fiscal functions for Children’s Services and the FNC Day Program
• Create reports, forms, newsletters, correspondence, and other documents as requested
• Receive, inform, and direct office visitors in a timely, courteous, accurate, and friendly manner
• Maintain office supplies and ensure office equipment remains stocked and operational
• Prepare billing statements and track billing activities
• Review and submit First Steps billing for accuracy and completeness, including ICD-10 codes, provider and parent signatures, location codes, visit codes, and other required billing information
• Manage and maintain petty cash for Children’s Services and track requisitions for Children’s Services and ADA/ACCESS
• Record and maintain meeting minutes for staff meetings and other meetings as assigned
• Maintain Medicaid records and other program-specific documentation
• Transfer data to computer spreadsheets and maintain accurate program databases
• Develop and maintain employer, client, program, and other required filing systems
• Maintain the confidentiality and security of client and agency records
• Ensure paperwork is filed promptly and that files are complete, accurate, and up to date
• Log required documents into tracking spreadsheets as part of the filing process
• Maintain other filing and recordkeeping systems as needed
• Participate in agency committees and task forces to support quality improvement and effective agency operations
• Monitor building safety and security procedures and drills
• Refer building and grounds maintenance needs to appropriate personnel
• Complete all other duties as assigned by the supervisor

Qualifications & Skills:

• Familiarity with Microsoft Office applications required
• Strong organizational and administrative skills
• Ability to manage clerical, administrative, fiscal, and recordkeeping functions accurately and efficiently
• Strong written, verbal, and electronic communication skills
• Word processing and spreadsheet knowledge and experience
• Ability to maintain accurate databases, records, reports, and filing systems
• Ability to handle confidential information professionally and ethically
• Ability to interact effectively with staff, clients, vendors, funders, stakeholders, employers, and the general public
• Ability to respond empathetically to individuals served

Physical & Work Requirements:

• Constant visual motor skills
• Constant manual skills
• Frequent sitting
• Occasional walking, bending, reaching, lifting/carrying, climbing steps, and standing
• Occasional local travel
• Must have access to and the ability to operate a motor vehicle
• Valid driver's license and proof of vehicle liability insurance required

Certifications & Training Requirements:

• Successful completion of all required training competencies specific to the position
• Acquire and maintain CPR certification
• Acquire and maintain First Aid certification
• Acquire and maintain Bloodborne Pathogens certification
• Acquire and maintain CRT (Certified Restraint Training) certification

Additional Information:

For more information regarding the position, you may contact Deanne Woods at [e-mail].

Rauch is a Drug-Free Workplace, an Equal Opportunity/Affirmative Action Employer and strong advocate of workforce diversity including individuals with disabilities and veterans

Requirements

Education/Experience Requirements:

• High school diploma or equivalent
• Minimum of two years of office experience