Administrative Assistant Job at Mainstream Living, Inc. in Des Moines

Overview

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Mainstream Living provides services designed to enhance opportunities, create success and fulfil dreams. The purpose of this position is to provide positive customer service in the office while interacting with staff, members and 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.

Note: The Administrative Assistant must have a positive demeanor and excellent customer service skills, present professionally, and 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.
• Provide front-desk coverage by managing a multi-line phone system, greeting guests, 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, 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 the office.
• Promote consistency and collaboration between Ames and Des Moines offices. Provide backup coverage to Ames when needed.
• Other duties as assigned.

Qualifications And Skills

• Education: High School Diploma or Equivalency/HiSet/GED
• Experience: Previous office experience required.
• Driving: Valid Driver's License, legal driving privileges and ability in the State of Iowa; insurable driver per Mainstream Living's underwriter. 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: Uphold Mainstream Living’s mission, vision and values; respectful communication at all times; establish positive relationships; maintain professional conduct and boundaries; be dependable and flexible; follow written or oral instructions with best interest of members as a top priority.

The Administrative Assistant must have a positive demeanor and excellent customer service skills. Full job description provided at time of interview. EOE.

Work Schedule

Monday-Friday 8am-4pm • 40 hours/week

Benefits

• 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

EOE