Administrative Assistant

Do you want to be part of a work culture that values abundance, being person-centered, relationships, shared ownership, social justice, and stewardship?

Our Administrative Assistant position is primarily responsible for providing administrative support to the Winchester, VA office staff using knowledge about the functions of various services and performing tasks to assure effective day to day operations. You will frequently interact in the office with individuals both internal and external to the agency and be called upon to assist individuals with projects and tasks as assigned.

Please note: This role requires driving, therefore a "clean driving record" is critical.

Compensation & Benefits:

• Competitive pay starting at $23.50 per hour
• Health coverage options: medical, dental, vision, disability, life, accident, hospital, critical illness, pet
• Financial benefits: 401(k) with match, retention bonus, early wage access via DailyPay
• Time off & well-being support: generous PTO, paid holidays, employee assistance program& chaplain services, educational assistance, professional development, Calm app access(for you, friends & family)

MINIMUM EDUCATION, TRAINING, REQUIREMENTS AND PREREQUISITES

• High School or GED Diploma High school diploma or equivalent of 2-4 years’ experience.
• Experience in a Human Services agency preferred.
• Microsoft Office proficiency and good working knowledge of computer applications including word processing, spreadsheet, database and presentation software.
• Valid Virginia Driver’s License and proof of insurance.
• Access to a personal vehicle and satisfactory Driving Record in compliance with Driver Requirement Policy.
• Knowledge of business office operations and administrative clerical operations.
• Ability to actively promote and personally observe safety and security procedures and use equipment and materials properly.
• Knowledge of and ability to comply with state licensing, Medicaid and other agency standards.
• Ability to work effectively with people from diverse backgrounds.
• Ability to work assigned work schedule.
• Ability to maintain records, prepare reports and required paperwork according to licensing and agency requirements in a timely manner.
• Flexibility to work at sites other than usual work location when circumstances warrant.
• Ability to observe health and safety regulations.
• Work schedule: Monday-Friday 8:30AM-4:30PM.
• DRIVING SPECIFIC (The following list may or may not be all inclusive at time of posting):
  • Must not have any of the following violations within the last 5 years:
    • Reckless driving, including speeding 20mph or more over the posted speed limit.
    • Driving under the influence/impaired/intoxicated or refusing a blood/breath test.
    • Manslaughter or negligent homicide.
    • Driving after being declared a habitual offender.
    • Driving on a suspended or revoked license
    • Driving a commercial motor vehicle while disqualified, under the influence, with a blood alcohol level of .04 or higher, refusing a blood/breath test, or violating an out-of-service order.
    • Injuring a person while racing - felony.
    • Failure to stop at the scene of a crash where there is injury, death, or property damage of $1000 or more.
    • Emergency vehicle violation - death.
    • Vehicular assault or willful stopping, impeding, or damaging a vehicle.
    • Blocking access to the service facility.
    • Attempting to elude police.
    • Operating an unsafe vehicle.
    • Vulnerable Road User – Death.
  • Must not have any of the following violations within the last 3 years:
    • Passing a stopped school bus.
    • Careless driving.
    • Three or more minor moving violations within the last three years.

SPECIFIC DUTIES AND RESPONSIBILITIES

Essential Functions: May be required to perform any of the following duties:

• Schedule and maintain calendar of appointments; coordinates meetings, interviews, events and other similar activities including scheduling meetings and site visits as needed for office staff.
• Prepare and distribute business correspondence (often using word processing, spreadsheet, and presentation computer software) via multiple avenues including fax, postal service, e-mail, etc.
• Maintain confidential files noting any missing documents and regularly communicating file status to the necessary parties.
• Maintain office supplies list; purchase, inventory and stocks office supplies and products.
• Order and receive deliveries as needed.
• Prepare meeting minutes, meeting notes and internal support materials.
• Respond to employee requests and answer employee questions within the scope of knowledge and responsibility.
• Ensure phone calls are answered and directed accordingly.
• Receive and greet guests in a professional, friendly, and hospitable manner.
• Assist with maintaining the inside of the building according to established procedures and building upkeep.
• Open and close visitor area (lock doors, close blinds, turn off lights).
• Assist with new employee processing by gathering new employee data from, monitoring forms for accuracy and forwarding documents to proper individuals for approval and processing.
• Oversee new hire processing by scheduling new hires for processing; receiving applications; assisting with screening of applicants; arranging interviews, and for needed trainings etc.
• Prepare and forward all HR related correspondence to the HR office.
• Track and schedule training and development activities for agency employees, family care providers, and family care assistants. Communicate with Manager and Regional Manager regarding employee FCP/FCA lack of compliance with training.
• Track other needed personnel documentation including evaluations and items needed for personnel files via spreadsheet and inform appropriate staff of missing or needed items.
• Coordinate orientation of new employees in assigned area.
• Maintain updated copies/files of needed forms.
• Prepare, sort and distribute mail; receive packages and make trips to the post office as needed.
• Call staff and remind them of time sheets due, training is due, and items missing from personnel file.
• Perform other related duties as required and assigned.

To give equal employment and advancement opportunities to all people, we make employment decisions at enCircle based on each person’s performance, qualifications, and abilities. EnCircle does not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, national origin, age, disability status, genetic information, protected veteran status or any other characteristic protected by law.

As part of the Company’s EEO commitment, we will also provide reasonable accommodations consistent with applicable law. The Company will reasonably accommodate qualified individuals with a disability so that they can perform the essential functions of the job unless doing so would cause significant difficulty or expense — i.e., an undue hardship. Similarly, the Company will also make reasonable accommodations to the known limitations of a person related to pregnancy, childbirth or related medical conditions unless the accommodation would impose an undue hardship.

If you seek an accommodation because of a medical condition or impairment, or related to pregnancy, childbirth, or related medical conditions, please notify Human Resources so we can evaluate your request. Please cooperate with the Company as to any information needed so we can assess your request for an accommodation.

As part of our EEO commitment, the Company will also reasonably accommodate an employee whose sincerely held religious belief, practice or observance conflicts with a work rule or requirement unless doing so would impose more than a de minimis cost or burden.

Please inform Human Resources if you seek an accommodation based on a religious belief. The Company will not take any adverse action or tolerate any retaliation against a person who requests or uses a reasonable accommodation.

Work schedule: Monday-Friday 8:30AM-4:30PM.