Administrative Assistant

Acacia Care is contracted through the State of Arizona to provide reliable, quality Home and Community Based Services (HCBS) to members diagnosed with an intellectual disability (I/DD). Our growing Phoenix office has an outstanding opportunity for an energetic individual has experience in working with DDD.

The Administrative Assistant performs administrative duties, facilitates communication among the organization, DDD, and the community. Some of the job duties and responsibilities include:

• Communicates effectively via telephone, screening calls and referring to appropriate person.
• Accurately arranges and schedules meetings and appointments, maintains calendar.
• Keeps organizational policy and procedure manuals and documents updated.
• Responsible for preparing meeting packages, as directed.
• Setting up meetings, meeting rooms, meeting packages and resources required for those meetings as directed.
• Responsible for assisting CEO to achieve the company goals through correspondence, responsiveness, and proactive communications.
• May complete payroll and billing documentation and submit, as required.
• Composes routine correspondence for signatures.
• Ensure programs meet licensing and survey requirements including contractual compliance.
• Maintains files of contracts and correspondence and related materials electronically and paper, when appropriate.
• Maintains awareness of budget and works within its resources.
• Other related duties as assigned.

Education and Experience: Requires a High School Diploma or General Education Degree (GED). Some college or vocational training preferred. Some college or vocational training preferred. Minimum two (2) years in a responsible administrative position including working with DDD. Case management or case aides preferred.

Computer Skills: Microsoft windows environment with Office Suite to include formatting and production of word processing documents, advanced excel spreadsheets, presentations, email, calendaring, and reports. Ability to use tools for video conferencing, as needed. Adobe Pro proficiency preferred.

Skills and Abilities:

• Should be customer-service driven. Position requires demonstrated poise, tact, and diplomacy along with the ability to handle sensitive and confidential situations.
• Should have a professional and personable demeanor.
• Ability to read and comprehend instructions, correspondence, and memos. Excellent spelling and grammar skills.
• Requires an ability to work with numbers and mathematical concepts on a regular basis.
• Excellent follow-through skills.
• Ability to create reports and manage correspondence.
• Strong attention to detail and well organized.
• Must have excellent telephone etiquette and verbal communications.
• Ability to handle and prioritize multiple, competing tasks and demands and to seek supervisory assistance as appropriate.
• Is a self-starter and can work independently as well as with a team.
• Ability to file alphabetically and operate general office equipment such as facsimile, and photocopy machine.

Required Schedule: Monday through Friday, 8:30 am to 5:00 pm with a 30-minute unpaid lunch

Physical Requirements: While performing the duties of this job, the employee is regularly required to talk and hear. The employee regularly is required to stand, walk, sit, use hand to finger, handle or feel objects, tools, or controls; and reach with hands and arms. The Employee occasionally lifts and/or moves up to 40 pounds. Specific vision abilities required by this job include close vision, ability to adjust focus, and manual dexterity in combination with eye/hand coordination. Specific auditory abilities required by this job include the ability to accurately hear information conveyed by telephone and ability to work effectively in area with ambient noise. Work environment is subject to interruptions, varying and unpredictable situations and time pressures related to multiple tasks. It also requires regular use of computer keyboard and monitor. There is extensive repetitive motion in using hands/wrists.

If you have an interest in home and community-based services for our population, enjoy being around people and a desire to work within a fast-paced office setting, this opportunity may be for you. EOE

Job Type: Full-time

Pay: $17.00 - $21.00 per hour

Benefits:

• Paid time off

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to commute/relocate:

• Phoenix, AZ: Reliably commute or planning to relocate before starting work (Required)

Education:

• High school or equivalent (Preferred)

Experience:

• Windows: 1 year (Preferred)
• Microsoft Excel: 1 year (Preferred)
• Phone etiquette: 1 year (Preferred)
• Case management: 1 year (Preferred)

Work Location: One location