Administrative Assistant Job at enCircle in Danville

Administrative Assistant

Provide administrative support to Danville, VA office staff; ensure effective day‑to‑day operations; interact frequently with internal and external individuals; this is not a remote position.

Compensation & Benefits

• Competitive salary starting at $17.69 per hour.
• Health, Dental and Vision Insurance.
• Nationwide Pet Insurance (reptiles, birds and exotic pets).
• 401(k) and 401(k) Matching.
• Employee Assistance Program, including Chaplain Services.
• Educational Assistance Program.
• STD, LTD, Life and AD&D Insurance.
• Generous PTO and Paid Holidays.
• Flexible Schedule.
• Retention Bonus.
• Cell Phone Reimbursement.
• Unlimited Premium Calm App for Staff, Friends and Family.
• Early access to paid wages via Wisely ADP and DailyPay.

Minimum Education, Training, Requirements & Prerequisites

• High School Diploma or GED (or equivalent); 2‑4 years of relevant experience.
• Experience in a Human Services agency preferred.
• Proficiency in Microsoft Office and good working knowledge of 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.
• Knowledge of business office operations and administrative clerical operations.
• Ability to promote and observe safety and security procedures and use equipment 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 in a timely manner.
• Flexibility to work at sites other than usual work location when circumstances warrant.
• Work schedule: Monday‑Friday 8:00 AM‑4:00 PM.

Specific Duties & Responsibilities

• Schedule and maintain calendar of appointments; coordinate meetings, interviews, events and site visits for office staff.
• Prepare and distribute business correspondence via fax, postal service, e‑mail, etc.
• Maintain confidential files and communicate file status to necessary parties.
• Maintain office supplies list; purchase, inventory and restock supplies.
• Order and receive deliveries as needed.
• Prepare meeting minutes, notes and internal support materials.
• Respond to employee requests and answer employee questions within scope of knowledge.
• Ensure phone calls are answered and directed appropriately.
• Receive and greet guests professionally and hospitably.
• Assist with building upkeep according to established procedures.
• Open and close visitor area (lock doors, close blinds, turn off lights).
• Assist with new employee processing: gather data, monitor forms, forward documents for approval.
• Oversee new hire processing: schedule processing, receive applications, assist with applicant screening, arrange interviews, coordinate trainings.
• Forward all HR‑related correspondence to the HR office.
• Track and schedule training and development activities for employees and family care staff; communicate compliance issues to managers.
• Track personnel documentation (evaluations, required items) via spreadsheets and inform staff of missing items.
• Coordinate orientation of new employees in assigned area.
• Maintain updated copies/files of required forms.
• Prepare, sort and distribute mail; receive packages; make trips to post office as needed.
• Call staff to remind of timesheets, training due dates and missing personnel file items.
• Perform other related duties as required and assigned.

Equal Employment Opportunity

Enrollment would not discriminate 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. We provide reasonable accommodations consistent with applicable law. The Company will reasonably accommodate qualified individuals with a disability or pregnancy‑related conditions unless doing so would cause significant difficulty or expense, or impose an undue hardship. The Company will also accommodate employees whose sincerely held religious beliefs, practices or observances conflict with a work rule or requirement unless the accommodation would impose more than a de minimis cost or burden. Please notify Human Resources to evaluate accommodation requests. We do not tolerate retaliation or adverse actions against individuals requesting accommodations.