Administrative Assistant - Facilities Department

Administrative Assistant - Facilities DepartmentThe Administrative Assistant provides critical administrative support to program leadership and staff in a fast-paced, mission-driven agency serving children, adolescents, and young adults with Autism Spectrum Disorder (ASD) and/or Intellectual and Developmental Disabilities (IDD). This role is responsible for maintaining organized records, managing communication, tracking documentation, and providing customer service to families, staff, and external stakeholders. The Administrative Assistant is a key support role that ensures smooth day-to-day operations across residential and/or educational program sites. Adelbrook is a 24/7 operating Agency. Schedules are flexible, may include early mornings, evenings, overnights, weekdays, weekends, holidays, mandated overtime, mandated holds, and on call responsibilities. Essential Duties And Responsibilities: Professionally greet and direct visitors, families, and external stakeholders; maintain sign-in logs and ensure a welcoming environment. Answer and route incoming calls promptly and accurately; page staff over intercom when needed. Perform general administrative and clerical support including filing, scanning, data entry, and preparing correspondence. Generate and track purchase orders; reconcile receipts and assist with petty cash or procurement documentation. Maintain and organize program schedules, attendance records, treatment plan tracking logs, and program documentation. Support supply ordering and inventory management for program sites (e.g., hygiene items, office or educational materials). Assist with maintaining educational or residential documentation such as incident reports, attendance logs, and other compliance records. Provide coverage for reception desk or other administrative staff during absences or breaks. Prepare and send mail; maintain postage machine and related logs. Display professional role modeling and maintain a positive presence when interacting with program participants Assist with scheduling meetings, special events, and coordination of communication across departments. Maintain confidentiality of all records and information in accordance with agency policy. Maintain active certification in agency-approved crisis intervention training, including all required levels of Physical and Psychological Management Training (PMT). Apply training techniques appropriately to ensure the safety and well-being of individuals served, staff, and others in the environment. Demonstrate competency in de-escalation strategies, safe physical interventions, and adherence to agency protocols. Maintain a clean, organized, and professional office or front desk environment. Perform other related duties as assigned by leadership. Skills, Knowledge, And Abilities: Skills: Strong organizational, clerical, and recordkeeping skills Proficiency in Microsoft Office (Word, Excel, Outlook), and Office 365 Excellent written and verbal communication skills Ability to prioritize tasks and manage time effectively in a multi-tasking environment Strong interpersonal skills and professional demeanor Knowledge: General office operations and procedures Understanding of working within a behavioral health, educational, or human services setting (preferred) Familiarity with trauma-informed care principles and confidentiality standards Abilities: Ability to work calmly and efficiently in a fast-paced and dynamic environment Ability to build rapport with individuals of diverse backgrounds, including youth with behavioral health challenges Ability to maintain confidentiality and professionalism at all times Ability to adapt to changing priorities and support multiple team members Education, Experience And Other Qualifications: High School Diploma or GED required Minimum of one (1) year administrative or office experience required; nonprofit or human services setting preferred Experience working with confidential records and handling sensitive information Proficiency with standard office equipment (e.g., fax, copier, postage machine) Must be able to complete and maintain required certifications (e.g., CPR/First Aid, PMT if applicable) Valid driver's license and clean driving record required. May be required to drive company vehicles Work Environment And Physical Demands: Work is performed in an administrative building or program office environment Must be able to lift up to 50 pounds as needed (e.g., supplies, office materials) Must be able to remain in a stationary position or move about for extended periods of time May occasionally be exposed to behaviors that require calm intervention or redirection Exposure to behaviors that may require intervention or safety procedures. Perform all requirements of physical management techniques (PMT). A job description is not meant to be all inclusive of every task and/or responsibility