Secretary

Position Summary

Heinzerling Community is seeking a highly organized and detail-oriented Administrative Secretary to provide administrative support to the Social Services and interdisciplinary teams. This position plays a key role in coordinating resident documentation, meeting preparation, communications, and office operations while maintaining a professional and welcoming environment.

Essential Duties and Responsibilities

• Record, track, distribute, and file resident Individual Outcome Service Plans (OISPs), meeting documentation, and required consents.
• Work collaboratively with the Social Services team to update and maintain resident social histories and related records.
• Prepare and distribute notifications for OISP meetings to parents, guardians, and other interdisciplinary team members.
• Maintain logs and tracking systems for required consents and related documentation.
• Attend admissions and discharge meetings; prepare, type, and distribute meeting minutes.
• Attend internal meetings, including Safety Committee, Infection Control, and weekly organizational meetings; prepare and distribute meeting minutes.
• Track RSVPs and attendance for resident meetings and other scheduled events.
• Provide front desk receptionist coverage during employee breaks, lunches, and other scheduled absences.
• Maintain office supply inventory and purchase office supplies as needed.
• Maintain confidential resident and organizational records in accordance with agency policies and applicable regulations.
• Perform other administrative duties as assigned.

Qualifications

• High school diploma or equivalent required; associate degree or administrative support training preferred.
• Previous administrative, secretarial, or office support experience preferred.
• Strong organizational and time management skills with the ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office applications, including Word, Outlook, Excel, and Teams.
• Ability to maintain confidentiality and handle sensitive information professionally.
• Strong attention to detail and accuracy in recordkeeping and documentation.

Excellent Benefits

• Comprehensive Medical, Dental, and Vision coverage
• Retirement Plan with generous 50% employer match
• Tuition Reimbursement opportunities
• Immediate access to Paid Time Off (PTO)
• Employee Wellness Program with on-site health screenings
• Employee discounts through the ADP LifeSmart program

Must successfully pass a background check and drug screen

Heinzerling Community is a substance-free workplace and does not accommodate the use of drugs or medical marijuana

Heinzerling Community is an Equal Opportunity Employer.
We are committed to creating a diverse and inclusive workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, disability, genetic information, veteran status, or any other status protected by applicable federal, state, or local law.

Ready to Make a Difference?

If you're ready to join a compassionate team dedicated to making a difference in the lives of individuals with disabilities, we encourage you to watch our YouTube video Welcome to Heinzerling Community to learn more about our community and apply today!