Administrative Support Specialist

Woods Services; Pennsylvania; On-site; USD 10,000 - 60,000; Full time

Job summary

A leading organization in Pennsylvania is seeking an Administrative Support Specialist to perform complex administrative duties and maintain positive relationships with employees and visitors. This role includes managing communications, handling records, and ensuring efficient office operations in a supportive environment for individuals with disabilities.

Benefits

Medical, Dental, and Vision Insurance

Life and Disability Insurance

PTO - Paid time off

On-site medical center

403b retirement plan

Continuing education programs

Tuition-assistance program

Career growth opportunities

Qualifications

• 1-year administrative experience required.
• Must be able to lift 50 pounds.

Responsibilities

• Responsible for receiving and disseminating all communication through the front office.
• Greets and assists all staff, clients, and visitors.
• Manages and communicates all transportation to and from TWE.

Skills

Communication

Organizational Skills

Teamwork

Education

High school diploma or equivalent

Job description

We want you to join our team! We need deeply compassionate, committed and highly talented staff. The Woods organization is guided by their mission to support children and adults with disabilities or challenges to achieve their highest potential and independence through innovative and individualized approaches that promote learning and personal fulfillment.

Benefits

• Medical, Dental, and Vision Insurance
• Life and Disability Insurance
• PTO - Paid time off
• On-site medical center
• 403b retirementplan
• Continuing education programs
• Tuition-assistance program
• Career growth opportunities

Salary: Starting at $15 / hour

Job Summary

The Administrative Support Specialist performs varied, complex, and routine administrative duties, exercises judgment in decision-making, and displays knowledge of company policies. They are responsible for maintaining a positive working relationship with Woods Services employees and any building visitors.

Responsibilities

• Responsible for receiving and disseminating all communication through the front office. Monitors the radio, places, and answers telephone calls, provides requested information to callers, takes accurate messages, and/or reroutes calls to the appropriate staff member. Appropriately routes all incoming and outgoing mail received via hard copy and electronically.
• Greets and assists all staff, clients, and visitors to TWE ensuring necessary identification is verified and all logs are completed, as required.
• Works in and retrieves information from Electronic Health Records. Performs routine typing, reporting, and photocopying, as assigned.
• Develops, maintains, and shares program and client records, calendars, and schedules, as directed, ensuring information is accurate, up to date and all program staff are informed.
• Responsible for the collection and submission of accurate and timely client payroll including preparing and distributing client payroll sheets to staff, collecting, calculating, and checking payroll sheets for accuracy, and submitting to the Woods Payroll department bi-weekly. Also responsible for maintaining organized client payroll records, distributing paychecks, and communicating any concerns, trends, or inconsistencies to management.
• Manages and communicates all transportation to and from TWE. Familiar with transportation schedule and assists with organizing schedule changes, as needed. Announces arrivals and departures, ensuring necessary staff are available to assist in transport. Keeps accurate arrival and dismissal logs.
• Maintains accurate client attendance and prepares client attendance reports as requested; verifies client attendance in the electronic health record as needed.
• Supervises and assists client workers employed in the front office in the daily operation of an office setting.
• Collects information for the annual Prevailing Wage Survey.
• Maintains tracking system for department vehicles including mileage, insurance, and inspection dates.
• Completes requisitions according to purchasing protocols and maintains assigned inventories. Tracks and organizes requisitions.
• Maintains operation of printer/copier/fax/scanner, including ordering service and supplies as required.
• Maintains files in accordance with Woods Services policy on record retention.
• Assists in the coordination of agency inspections, as needed.
• Addresses and discusses observed issues or trends and proposes solutions with the management team.
• Participates in committees and sub-committees, as assigned.
• Displays professional attitude and appearance. Maintains effective working relationships with all levels of staff and management. Respect office confidentiality.
• Performs all other duties as assigned to meet the needs and ensure the effectiveness and efficiency of the program.

Qualifications

• High school diploma or equivalent, plus 1-year administrative experience required.
• Must be able to lift 50 pounds.
• Must physically be able to provide/utilize behavioral supports and interventions as needed to ensure client and staff safety.

About Woods Services

Woods Services is a Pennsylvania and New Jersey-based non-profit population health network and advocacy organization that along with its six affiliate organizations provides life-long innovative, comprehensive, and integrated health, education, housing, workforce, behavioral health, and case management services to more than 22,000 children and adults in the intellectual and developmental disability, child welfare, behavioral and brain trauma public health sectors who have complex and intensive medical and behavioral healthcare needs.

Our Langhorne campus is home to 550 residents and provides outpatient and day programs.