Administrative Assistant

Since 1852, Elwyn has helped people with autism, intellectual, developmental, and behavioral challenges lead meaningful lives. As an internationally recognized nonprofit human services organization, we have always been on the forefront of innovation.

Please join us to make a difference in the life quality of children, teens and adults with autism, intellectual and developmental disabilities, and related behavioral health challenges - and feel the resulting pride that will enrich your own life.

Providing an excellent benefits package is another way we know that Elwyn is truly a special place to work. We invest in your future while you help care for ours:

• Generous Paid Time Off
• Comprehensive Medical/Dental/Vision Benefit Packages
• Earned Wage Access/On-Demand Pay
• Paid On-the-Job Training
• Tuition Reimbursement
• Career Advancement Opportunities and Growth
• Flexible Schedules
• Retirement Savings Plan

DUTIES AND RESPONSIBILITIES:

• Serves as the point-person for maintenance, mailing, shipping, supplies, equipment, and processing bills through tasks including but not limited to:
  
  • Maintaining warranties for appliances for the assigned region's residential homes
  • Processing and obtaining approval for consultant invoices and all other vendor invoices and sending approved invoices to accounts payable department for processing
  • Preparing checks, including Resident's Personal & Incidental Checks (P&I), payroll corrections, and final pay checks, as needed, from the Imprest Account and obtaining signatures and distributing as appropriate
  • Handling incoming and outgoing mail and packages, organizing files, and ensuring supply requisitions are reviewed, approved, and processed
  • Coordinating with the Information Technology (IT) department on ordering office equipment, as needed
  • Coordinating maintenance of the office, termite control, air conditioning services, and all other office maintenance as needed
  • Distributing paychecks for the assigned region
  • Providing general support to visitors to the assigned office
  • Handling customer inquiries and complaints
• Assists in developing office procedures to guide office operations
• Ensures security, integrity, and confidentiality of clinical and operational data within the office
• Performs weekly, monthly, and end of year account reconciliation reports for Executive Director review
• Performs monthly and end of year reconciliation of P&I accounts for assigned Regional Directors review
• Provides any needed information requested by accounting and auditing group for reconciling accounts
• Create trackers, as needed, for assigned projects to ensure vigilance, timely review, and oversight of project-related activities
• Receives all B & C checks and P & I for 47 homes distributes to necessary parties
• Created a Staples procedure plan for the homes
• Created a hierarchy account for all Spectrum accounts
• Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
• Maintain professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, participating in professional societies
• Contribute to team effort by accomplishing related tasks as needed
• Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.
• Take accurate minutes of meetings
• Coordinate office procedures
• Reply to email, telephone, or face-to-face inquiries

Leadership Support:

• Manage leadership calendars by scheduling meetings, and providing any needed reminders concerning meetings, deadlines, and other commitments
  
• Research and collect data to prepare documents for review and presentation by the board of directors, committees, and leadership
  
• Book travel arrangements
  
• Creates spreadsheets for Point of Service (POS) activity
  
• Research and create presentations
  
• Liaisons between families in the assigned region and leadership when needed or as directed

Miscellaneous Support:

• Collects expense reports for administrators for assigned regions, obtains approvals, and forwards to accounts payable for reimbursement payment processing
  
• Assists in the creation of staff appreciation gifts for Direct Service Provider (DSP) and Nurse's week for all California regions
  
• Maintains all Airfleet procedures for the assigned region, including van title transfers
  
• Addresses billing issues and coordinates necessary maintenance for an assigned regional office with the building's property manager. Ensures all leasing documents for the assigned regional office are distributed to the appropriate parties
  
• Conveys messages from the property management company to home administrators as needed
  
• Enrolls assigned administrator staff in Adult Residential Facility (ARF) Certification training and expedites assigned staff's application to the California Department of Social Services and/or Department of Developmental Services once certification is obtained
  
• Supports administrators in acquiring, ordering, and purchasing items needed for their homes; tracks all administrator expenditures and reviews with the Regional Directors
  
• Provide support to the Human Resources department on projects, as needed
  
• Performs other duties as assigned

EDUCATION/EXPERIENCE/SKILLS REQUIREMENTS:

• High school diploma or equivalent; associate degree or specialized training in administrative/office work preferred
• Two (2) years of experience in a clerical setting, experience in a corporate/administrative setting preferred
• Two (2) years of experience in Customer Service via phone and face-to-face contact
• Ability to work in a face-paced environment and manage and prioritize multiple, often competing priorities
• Demonstrated ability to anticipate future needed changes or identify problem areas and take effective actions
• Demonstrated ability to work effectively as part of a team
• Demonstrated strong attention to detail
• Demonstrated strong time management and organizational skills
• Must possess excellent customer interaction, collaboration, and written and verbal communication skills
• Demonstrated intermediate experience with Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint; Publisher experience preferred
• Experience with billing systems; Oracle Cloud preferred
• Must possess a current, valid driver's license in state of residence, have a minimum of two (2) years of driving experience within the United States, and have an acceptable driving record.