Administrative Assistant

The Administrative Assistant is responsible for providing administrative support to the staff and management team at Red Road Recovery. They work closely with various departments to ensure that the residence runs smoothly and efficiently. They report directly to the Executive Assistant and on-site Manager.

Key Responsibilities:

• Provide administrative support to the management team and staff, including scheduling appointments, answering phones, and responding to emails.
• Maintain accurate and up-to-date records, including resident contact information, physical files, and electronic files via FYIdb software.
• Organize resident binders and intake binders with required documents and supplies.
• Collect and ensure accuracy of timesheets for payroll biweekly and send to Executive Assistant.
• Collect and organize financial receipts based on code and provide to Executive Assistant weekly.
• Manage Petty Cash and Resident Incidentals.
• Assist in the preparation for intake of residents as well as end of residency including but not limited to graduation gifts, certificates, updating software, updating contact lists, and scanning documents.
• Assist with the management of medications and resident belongings including creating medication inventory logs, distributing medication, and providing access to belongings.
• Maintain stock of over the counter (OTC) medications.
• Maintain stock of office and resident supplies.
• Maintain stock of recovery literature.
• Assist residents with phone calls, arranging medical appointments, and sending documents.
• Coordinate staff meetings including Zoom setup and meeting minutes.
• Provide reception and customer service, including greeting visitors and providing information about the residence and its services.
• Adhere to all relevant laws and regulations, including HIPAA and other privacy laws.
• Perform other duties as assigned by Executive Assistant, Team Lead, and the Executive Director.

Requirements:

• High school diploma or equivalent, and additional education in office administration is an asset.
• 1-2 years of experience in an administrative role.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Proficient in Microsoft Office and other relevant software.
• Strong attention to detail and accuracy.
• Ability to work well under pressure and handle multiple tasks simultaneously.
• Strong interpersonal skills and ability to work well in a team environment.
• Familiarity with office equipment and technology.
• Strong customer service skills and ability to maintain a professional demeanor.
• Criminal Record Check

Responsibilities:
- Perform general clerical duties, including photocopying, scanning, and mailing
- Maintain electronic and hard copy filing system
- Assist in the preparation of regularly scheduled reports
- Answer and direct phone calls with professionalism and courtesy
- Greet visitors and direct them to the appropriate person or department
- Manage calendars and schedule appointments
- Coordinate meetings and conference calls
- Assist in the preparation of meeting materials and take minutes when necessary
- Perform basic bookkeeping tasks using QuickBooks or similar software
- Assist with inventory management and ordering supplies as needed
- Conduct research and compile data as requested
- Proofread documents for accuracy and completeness

Experience:
- Proven experience as an Administrative Assistant or in a related role
- Proficient in using Google Suite (Docs, Sheets, Slides) and Microsoft Office Suite (Word, Excel, PowerPoint)
- Familiarity with QuickBooks or other accounting software is a plus
- Excellent phone etiquette and ability to handle inquiries professionally
- Strong clerical skills, including typing, filing, and data entry
- Ability to prioritize tasks and manage time effectively
- Attention to detail with a high level of accuracy in work
- Familiarity with phone systems and office equipment operation
- Ability to maintain confidentiality of sensitive information

If you are an organized individual with strong administrative skills, we would love to hear from you. Join our team as an Administrative Assistant and contribute to the smooth functioning of our office.

Job Types: Full-time, Permanent

Salary: $20.00-$25.00 per hour

Expected hours: 40 per week

Benefits:

• Dental care
• Disability insurance
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• Vision care

Schedule:

• 8 hour shift
• Monday to Friday

Supplemental pay types:

• Bonus pay
• Overtime pay

Education:

• Secondary School (preferred)

Experience:

• Administrative experience: 1 year (required)

Work Location: In person

Expected start date: 2024-04-08