Adult Division Management - Administrative Assistant

Overview:

We are "making dreams come true." Our organization provides children and adults with autism, intellectual disabilities, and behavioral health challenges—and their families—the education, support, and resources needed to become self-reliant, independent, and valued members of their communities.

We are seeking a highly organized and detail-oriented Administrative Professional to support our IDS Adult Day service line. This role provides essential administrative, clerical, operational, and data management support to ensure the efficient day-to-day functioning of the department. The ideal candidate thrives in a fast-paced environment, demonstrates excellent customer service skills, and enjoys supporting both internal teams and the individuals we serve.

What You'll Bring:

• Exceptional organizational skills with the ability to manage multiple priorities and deadlines.
• Strong attention to detail and commitment to accuracy.
• Professional communication and interpersonal skills.
• Ability to handle confidential information with discretion and professionalism.
• Strong customer service mindset when interacting with staff, visitors, families, and community partners.
• Ability to work independently with minimal supervision while collaborating effectively with team members.
• Problem-solving skills and the ability to adapt to changing departmental needs.
• Proficiency with technology and administrative systems.

What You'll Have:

• High school diploma or equivalent required.
• Purchasing and accounting experience preferred.
• Proficiency with Microsoft 365 applications.
• Ability to learn and effectively use agency software systems, including CareLogic, Workday, SurveyMonkey, Dayforce, and Track It.
• Strong understanding of administrative and office support functions.
• Ability to understand, interpret, and apply organizational policies and procedures.
• Must be at least 18 years of age.

A Typical Day May Include:

• Entering and maintaining accurate data in CareLogic and generating reports as requested.
• Uploading consumer and family satisfaction surveys and tracking responses through SurveyMonkey.
• Maintaining organized electronic and physical records and files.
• Ordering office and program supplies and coordinating requests for agency stationery.
• Reconciling credit card transactions and reviewing purchases within established authorization limits.
• Monitoring shared email inboxes and responding to or routing correspondence appropriately.
• Submitting and tracking facility and maintenance requests through Track It.
• Processing mail and managing record release requests.
• Coordinating staff registrations for training programs, conferences, and travel accommodations.
• Serving as a Referral Coordinator by receiving and processing referrals.
• Assisting with Dayforce registration and onboarding-related activities.
• Providing receptionist support by greeting visitors, managing building access, and answering incoming calls when needed.
• Scheduling and coordinating meetings, employee recognition events, celebrations, and department activities—including ordering and picking up food as necessary.
• Supporting annual events such as DSP Week, Founder's Day, Transition Fairs, Employee of the Month celebrations, employee anniversaries, retirements, and holiday events.
• Completing special projects and other administrative assignments as requested by leadership.