Administrative Assistant at Mainstream Living

SUMMARY OF POSITION

Mainstream Living provides services designed to enhance opportunities, create success and fulfill dreams.  The purpose of this position is to provide positive customer service in the office while interacting with staff, members & individuals from outside the agency. This position oversees the day-to-day needs of the Des Moines office location and works collaboratively with the Ames receptionist staff and COO. All personnel are expected to promote a safe and welcoming environment that inspires hope and supports members with their individual goals and aspirations.

QUALIFICATIONS AND SKILLS

Education:  High School Diploma or Equivalency/HiSet/GED

Experience:  Previous office experience required.

Driving: This position requires possession of valid Driver’s License, legal driving privileges and ability in the State of Iowa and qualification with Mainstream Living’s underwriter as an insurable driver.  Exception to this may be made for non-direct service positions.

Other Certification: n/a

Computer: Data entry skills required.

Post hire: Must demonstrate competencies to complete internal training. 

General: All employees must work diligently to incorporate the spirit and intent of the Mainstream Living's mission, vision and values.  This includes respectful communication to all others at all times.  Employees must be able to establish a rapport and develop positive relationships with others while conducting self in line with the Mainstream Living's Code of Ethics.  Employees must also: demonstrate consistent professional conduct and establish and maintain appropriate boundaries with others; take accountability for own work while demonstrating a willingness to accept responsibility and offer constructive recommendations; demonstrate dependability and flexibility when shift times or duties of the day change; apply common sense to carry out instructions furnished in written or oral form; and ensure that the best interest of the members are a top priority at all times.  

The Administrative Assistant must have a positive demeanor and excellent customer service skills.  Must present professionally and have the ability to communicate effectively to members, employees, and other stakeholders.

ESSENTIAL DUTIES AND RESPONSIBILITIES

This position is considered an essential health care worker position and in the event of an emergency may be required to work one-on-one with members to ensure their safety. 

General Duties:

• Provide front-desk coverage by managing a multi-line phone system, greeting guests as they enter the office, and maintaining an organized, clean office environment. 

• Provide administrative support to department and executive leaders, including email correspondence, data entry, and generation of letters, spreadsheets, forms, faxes, etc. 

• Assist in planning, organizing, and scheduling company meetings in the office, off-site, and/or via videoconference.

• Maintain office filing systems, designated databases, employee lists, etc.

• Maintain office and kitchen supplies and oversee ordering. 

• Manage incoming/outgoing mail and shipments including medications. Sort mail/deliveries accordingly, prepare intra-office mail, and monitor mailing/shipping supplies.

• Serve as the primary point of contact for office-related needs (security, cleaning, copier, utilities, landlord, etc.)

• Carry out office safety measures and plans as needed. 

• Assist in developing and maintaining office/administrative protocols and safety plans.

• Assist with key management and maintaining locked storage as needed,

• Complete tasks related to opening and/or closing of office

• Promote consistency and collaboration between Ames and Des Moines offices. Provide backup coverage to Ames when needed. 

• Other duties as assigned.

We are pleased to provide eligible employees with fantastic benefits which include: 

• Health, vision, and dental insurance
• 403(b) retirement plan with match
• Paid time off including vacation, holidays and sick time
• Regular wage increase evaluation
• Training and development opportunities
• Education grants
• Life insurance, cancer coverage, and flexible spending accounts
• Opportunities for bonuses/incentives and internal recognition programs

Full job description provided at time of interview.

EOE