Duet, Area Administrative Assistant

Duet; Omaha (NE); Hybrid; USD 16,000 - 23,000; Full time

Benefits offered by this job

100% employer-paid health insurance

Short-Term Disability

Long-Term Disability

Life Insurance

Paid Vacation

Paid Sick Time

Paid Holidays

Tuition Reimbursement

Casual Dress

Job summary

Duet is seeking an Administrative Assistant to support the Area Director and the Area Offices. You will perform confidential clerical tasks, take minutes, manage mail and supplies, and coordinate with HQ on payroll and reimbursements.

The role requires strong MS Office 365 skills, excellent communication, and the ability to work with diverse teams in a fast-paced nonprofit setting. Day-to-day duties include visitor reception, file handling, and scheduling flexibly with 40 hours per week.

Qualifications

• High school diploma or GED required.
• Two years Administrative Assistant experience preferred.
• Two years Human Services experience preferred.
• Strong knowledge of Microsoft Office 365 including Word, Excel, PowerPoint, SharePoint and Teams.
• Must pass APS/CPS background check and have a valid driver's license.

Responsibilities

• Provide daily clerical support for Duet Area Offices and the Area Director.
• Take and distribute meeting minutes; manage mail, faxes, and supplies.
• Maintain contact lists, coordinate with service coordinators, and track training records.
• Submit payroll pre-approvals and reimbursements; handle non-electronic documents.
• Be the first point of contact for visitors and callers; route inquiries appropriately.
• Ensure confidentiality of information in accordance with HIPAA regulations.
• Coordinate with HQ for mileage, bids, and emergency drill records.

Skills

MS Office 365

Microsoft Word

Communication skills

Team player

Driving license

Phone etiquette

HIPAA confidentiality

Education

High school diploma or GED

Two years Administrative Assistant experience preferred

Two years Human Services experience preferred

Tools

Office equipment handling

Job description

Job Title Duet, Area Administrative Assistant Hours Required 40

Job Description and Hours

Under the supervision of the Duet Area Director, the Administrative Assistant is responsible for providing daily support for the Area’s Administrative Offices, including the Area Director.

Our Uncompromising Mission: To empower adults with intellectual or Developmental Disabilities to live life to the fullest through assisting with the activities of daily living. Unlock your potential with Duet.

About Us: At Duet (formerly ENCOR), we provide support services to adults with intellectual and developmental disabilities with a focus on empowerment and independence throughout 5 counties in Eastern Nebraska. We assist in the activities of daily living, provide community engagement opportunities, job coaching and life skills training, as well as skilled nursing care as needed. Given we provide support 24/7, we offer a variety of shifts that can accommodate your schedule.

Essential Job Functions

1. Ensure confidentiality of all information and act in accordance with HIPAA regulations
2. Provide clerical support to the Duet Area Offices
3. Take and disseminate minutes for meetings as requested
4. Sort and distribute incoming and outgoing mail (including faxes) at main Area office
5. Maintain inventory and order supplies for the Area offices.
6. Be the first point of contact for visitors and people in service including answering phones and routing as appropriate
7. Maintain all contact lists including phone lists, emergency contact lists, service coordinators
8. Submit mileage to Duet’s HQ for all Area employees
9. Maintain (scan) all receipts for reimbursements and expense reports submitting to HQ as needed
10. Maintain and submit all emergency drill records to HQ
11. Track First Aid and CPR certifications and submit training requests to HQ
12. Submit pre-approved payroll for people in service
13. Maintain all non-electronic documents
14. Contact vendors and get bids at request of AD

Other Job Duties

1. Other duties as assigned by the Duet Area Director.

Education, Training and Experience

1. A high school diploma or GED required.
2. Two years Administrative Assistant experience preferred.
3. Two years Human Services experience preferred.

Knowledge, Skills and Abilities

1. Must be a strong team player with a positive attitude.
2. Must have strong knowledge of Microsoft Office 365, including Word, Excel, PowerPoint, SharePoint and Teams
3. Ability to operate office equipment. (Multi-line postage meter and phone system, fax, calculator, copy machines, etc.)
4. Ability to perform tasks efficiently and effectively with minimum supervision and in sometimes stressful situations.
5. Ability to communicate clearly, both orally and in writing and be able to establish effective working relationships with staff, professionals, community representatives and the general public.
6. Ability to pass APS/CPS background check. Additionally, must not have been dismissed from a prior employment due to suspected or actual abuse/neglect.
7. Must possess and maintain a valid driver’s license, with no major violations (including DUI) in the last five (5) years and no more than three (3) moving violation and/or at-fault accidents in the last three (3) years. Have available an automobile with required State insurance coverage for purposes of transporting persons in services.
8. Ability to work scheduled hours and comply with rules regarding attendance and notification.

Physical Demands and Working Conditions

1. Must be able to lift 25 pounds.
2. Must be able to bend, stoop, and be able to sit in one position for long periods of time.
3. Must be able to perform general office working conditions such as light lifting, sitting, bending and standing.

Note: This job description is intended to convey information essential to understanding the scope of the job and the general nature and level of work performed by jobholders within this job. But, this job description is not intended to be an inclusive list of qualifications, skills, efforts, duties, responsibilities or working conditions associated with the position and may be subject to revision.

What Makes Us Special

• Truly rewarding nonprofit experience in health & human services field
• On-The-Job (OJT) training with mentor programs
• 100% employer-paid single coverage health insurance (medical, dental and vision are paid by the company for every employee) after 90 day waiting period
• Company paid Short-Term-Disability & Long-Term Disability
• Company paid Life Insurance
• Casual Dress
• 12 days Paid Vacation & 12 days Paid Sick Time (24 days total)
• 11 paid holidays
• Pension & Retirement Programs
• Tuition Reimbursement

Starting at $14.00 / hour

Duet is the first community-based service provider in Nebraska. Formed in 1968, Duet’s mission of offering a range of services to support, nurture, and guide adults with intellectual and developmental disabilities toward lives of independence has never wavered. We take great pride in providing unparalleled commitment to making a difference in the lives of the people we support.