Office Administrator

Valley Educational Associates; Hatfield (MA); On-site; USD 60,000 - 80,000; Full time

Job summary

Join a dedicated team at a forward-thinking organization committed to enhancing the lives of individuals with developmental disabilities. As an Office Administrator, you will play a vital role in ensuring smooth administrative operations. Your responsibilities will include managing phone communications, maintaining client records, and supporting various administrative tasks. This position offers an opportunity to work in a collaborative environment, where your organizational skills and attention to detail will be highly valued. If you are self-motivated and passionate about making a difference, this role is perfect for you.

Qualifications

• 2+ years of administrative experience preferred.
• Proficient in Microsoft Office, especially Excel.

Responsibilities

• Answer phone calls and route them to appropriate parties.
• Travel to program sites and maintain client data.

Skills

Microsoft Office fluency

Customer service experience

Organizational skills

Interpersonal communication

Education

High school diploma or GED

Associate degree

Job description

Valley Educational Associates strives to improve the quality of life for adults with developmental disabilities in Western MA since 1982. Valley Educational Associates started with a small, eight-person program and now serves over 85 individuals in three beautiful program facilities throughout Western Massachusetts.

We are seeking candidates for our Office Administrator position out of Hatfield, MA. Are you dedicated and enthusiastic, with a team-driven and collaborative spirit? If this is you, we would love for you to join our team. You can learn more about our program by going to www.ValleyEducational.org.

Hours of Work: Monday – Friday, 9:00am – 5:00pm; ON-SITE, some work outside normal hours in order to attend meetings or events.

Position Summary: The Office Administrator is the ambassador to all who have contact with the administrative office.

This position’s primary functions are to answer phone and route calls appropriately; to travel to all sites as needed, and to complete administrative task requests, i.e. copying, typing, mailing, faxing, creating spreadsheet systems, and performing data entry into systems as required.

Essential Duties and Responsibilities:

Ø Serves as the primary person on phone duty and routes calls to the appropriate parties

Ø Takes meeting minutes at weekly administrative meetings

Ø Prepares yearly mailings (guardian surveys, HIPAA, holiday cards, Human Rights Committee, etc.) as needed

Ø Responsible for making two mail runs at the beginning and end of the day

Ø Travels to all program sites as needed

Ø Files all client data such as medication sheets, client contact lists, weekly and monthly reports, ISPs, EFS, and pay records in the administrative office

Ø Files all the above client data at each program site, in addition to daily activity and communication logs, as needed

Ø Tracks client attendance and compiles data for the Chief Financial Officer on a monthly basis

Ø In preparation for biannual OQE audits, ensures all client EFS, medication lists, and ISPs are current within 1 year

Ø Maintains up to date Level II behavior plan documents in coordination with the Clinician Supervisor

Ø Maintains up to date staff and client rosters in coordination with CFO and Human Resources Manager

Ø Keeps programs supplied with cleaning supplies, safety supplies, office materials, and other client-related and programmatic items as needed; responsible for sourcing best prices, tracking supply usage, and making recommendations for efficiency

Ø Make updates to website as needed

Job Type: Full-time
Pay: $20.51 per hour

Qualifications and Skills

Ø High school diploma or GED required; associate degree preferred

Ø At least 2 years of administrative experience preferred

Ø Microsoft Office fluency required; advanced knowledge in Excel preferred

Ø Customer service experience preferred

Ø Self-motivated and proactive; able to prioritize

Ø Dedication to agency mission and values

Ø Maintains confidentiality regarding sensitive client data

Ø Professional demeanor when interacting with agency employees, officers, Board of Directors, and the general public

Ø High organizational skills and attention to detail, and ability to perform multiple complex tasks with sensitive deadlines

Ø Excellent interpersonal communication and ability to work as a team with individuals at all levels

Ø Must have driver's license and vehicle