Penn-Mar Provides:

• 16 days of PTO accrual your first year (rising to 18 after one year), plus one extra day of Birthday/Floating Holiday leave
• Full benefits package including medical, dental, vision, short and long-term disability, 403b retirement plan, Employee Assistance Program (EAP)
• Growth opportunities - leadership who wants to help YOU succeed

Job Duties

• Administrative Responsibilities
  • Greet, welcome, and be willing to offer assistance to any visitors and guests
  • Receive incoming calls in a friendly and professional manner, relaying specific information and/pr directing calls to the appropriate person
  • Process all mail including incoming, outgoing, and interoffice mail, organize internal mail disbursement
  • Monitor incoming faxes and distribute to intended parties
  • Organize, file, and keep records as assigned
  • Distribute keys, maintain key box in an orderly manner. Track distribution of all keys
  • Complete government renewal paperwork (SNAP renewals, Social Security rep-payee reports, etc.) as assigned by Operations
  • Ensure correct, thorough, and timely completion of all required documentation (attendance, timesheets, expense reports, etc.)
  • Maintain upkeep and replacement of office equipment
  • Purchase, distribute, and track office and medical supplies
  • Coordinate with vendors of office equipment, vending machines
  • File maintenance
  • Participate in self-development activities or training
  • Provide support to other departments as assigned
• Financial Responsibilities
  • Retain all receipts made with company credit card and ensure that purchases are coded to the correct department/account
  • Ensure all purchases made for the organization are vetted for best price/quality and within the approval limit of the administrative assistant role. Obtain approval for items approval limit prior to purchase
  • Log all incoming checks into check registry, as assigned
  • May be responsible for management of certain organizational or individuals' funds (petty cash, checking accounts of individuals supported, distributing payroll checks, etc.)
• Compliance
  • Demonstrate and maintain compliance with all applicable regulations for required program/state
  • Ensure all mandatory trainings are completed in the required timeframe
  • Be alert and oriented during scheduled shifts ensuring that all responsibilities are met
• Person-Centered Approach
  • Ensure all interactions with individuals supported are professional and respectful
  • Follow all incident reporting procedures based on state requirements in a timely manner; maintain descriptive and detailed documentation
  • Encourage people to advocate for themselves
  • Support people to have healthy relationships with others (friends, family, support staff, non-paid natural supports, community members, etc.)
  • Implement person-centered practices as trained

Requirements

• Must be at least 18 years old
• Valid driver's license with at least 2 years of driving experience
  • Maintain Penn-Mar's acceptable driver standards as outlined in Team Member Handbook
• High school diploma/GED required, associate's degree preferred
• 3 years of administrative experience required
• Demonstrable proficiency in Microsoft Office Suite
• Strong verbal and written communication skills
  • Ability to maintain friendly and professional demeanor in all verbal and written communication
• Maintain positive, effective relationships with other team members and supervisors
• Excellent organizational skills, attention to detail
• Strong analytical, problem-solving skills
• Positive role-model for others and able to work as a team
• Commitment to creating a respectful and collaborative environment
• Flexible in changing environments
• Ability to prioritize tasks
• Ability to function well in a high-paced, at times stressful environment
• Willingness to learn a variety of software applications for documentation, case management

Physical Requirements

• Ability to:
  • remain in a stationary position (sitting or standing)
  • walking (across flat surfaces, up/down staircases)
  • occasional stooping, kneeling, bending, crouching, pushing, pulling and/or twisting
  • drive/operate motor vehicles
  • grasp, handle, lift objects (up to 20 lbs. regularly, 50 lbs. [with assistance] occasionally)
• Assist with transferring individuals
• Visual acuity adequate to perform essential functions
• Read, write, and speak English

Penn-Mar Human Services is an Equal Opportunity Employer!

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.