The Administrative Assistant performs administrative and managerial support duties for the SPOT Program. The Administrative Assistant will screen all incoming communications, prioritize appropriately and follow up with the Program Director as necessary. The Administrative assistant will also plan and coordinate meetings and maintain the calendar of the supervisor as directed.

Additional responsibilities include but are not limited to:

• Prepare word-processing documents and spreadsheet reports and information. Transcribe documents from recorded dictation. Maintain databases.
• Set up and maintain files, copy documents, and oversee record-keeping efforts.
• Compose, edit, and distribute correspondence, memos, documents, and forms.
• Attend meetings and prepare and distribute minutes.
• Greet and director visitors.
• Maintain the calendar of supervisor and/or others, as directed.
• Process documents and transactions specific to the department; track and report on expenses and other statistics.
• Participate on Administrative committee and work groups, as needed.
• Provide support to other areas, as requested.
• Serves as a resource for persons served, families, and outside agencies requesting information.
• Perform other related duties, as required.

The essential job duties/responsibilities of the position include but are not limited to the information listed below:

• Coordinate the flow and distribution of work: screening all incoming communications and independently prioritize; refer work to others, or self-respond as appropriate; document, inform, and follow-up with supervisor on work in progress.

• Prepare word-processing documents and spreadsheet reports and information. Transcribe documents from recorded dictation. Maintain databases.

• Set up and maintain files, copy documents, and oversee record-keeping efforts.

• Compose, edit, and distribute correspondence, memos, documents, and forms.

• Attend meetings and prepare and distribute minutes.

• Greet and director visitors.

• Maintain the calendar of supervisor and/or others, as directed.

• Plan and coordinate meetings, including scheduling among participants, preparing agendas, obtaining equipment and materials, arranging for meals, travel, and lodging, when required.

• Process documents and transactions specific to the department; track and report on expenses and other statistics.

• Participate on Administrative committee and work groups, as needed.

• Provide support to other areas, as requested.

• Serves as a resource for persons served, families, and outside agencies requesting information.

• Perform other related duties, as required.

Knowledge and Skills:

• Ability to type at a minimum of 60 wpm

• Knowledge of business communication formats (correspondence, memos, minutes, reports, financials, etc.)

• Knowledge of business etiquette and practices

• Knowledge of grammar and punctuation

• Ability to compose routine correspondence

• General knowledge of personal computer applications and equipment

• Knowledge of Microsoft Office

• Knowledge of recordkeeping systems

• Organization and quantitative skills

• Ability to communicate in a positive, courteous, and professional manner

• Ability to exercise judgment & discretion in dealing with individuals and confidential matters

• Knowledge of Vinfen’s mission, organization, and services

Why Vinfen? We are committed to you! We offer great training, great benefits, career growth and job security!

Our comprehensive and generous benefits package includes:

• A fully funded, employer-sponsored retirement plan that requires no employee contribution as well as an employee-funded 403(b) plan
• First-rate Medical, Dental and Vision plans that are open all employees scheduled to work 30 hours per week or more. Plus, we offer a generous employer contribution toward the cost of medical insurance!
• Employer-paid Life, Accidental Death & Dismemberment and Long-Term Disability Insurance (no cost to you!)
• Employer-paid Short-Term Disability Insurance along with the option to purchase additional, voluntary, Short-Term disability insurance
• Flexible Spending Reimbursement Accounts (Health and Dependent care)
• Voluntary Term, Whole Life, Accident and Critical Care Insurance
• Generous paid time off (Employees scheduled to work 20 hours or more per week):
• 15 days of Vacation per year
• 11 Paid Holidays
• 10 Sick Days per year
• 3 Personal Days per year
• Educational Assistance and Remission Programs
• $500 Employee Referral Bonus with no annual cap!
• Other generous benefits including discounted YMCA memberships, access to discounted movie tickets and more!

About Us:

Established in 1977, Vinfen is a nonprofit, health and human services organization and a leading provider of community-based services to individuals with mental health conditions, intellectual and developmental disabilities, brain injuries, and behavioral health challenges. Our services and advocacy promote the recovery, resiliency, habilitation, and self-determination of the people we serve. Vinfen's 3,500 dedicated employees are experienced, highly-trained professionals who provide a full range of supportive living, health, educational, and clinical services in over 550 sites throughout Massachusetts and Connecticut. For more information about Vinfen, please visit www.vinfen.org/careers.

My Job. My Community. My Vinfen.

Vinfen is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status.

• Minimum of high school diploma or GED required. Associate's degree or certification preferred.
• One to three years related experience in an administrative support function strongly preferred

• Ability to type at a minimum of 60 wpm
• Knowledge of business communication formats (correspondence, memos, minutes, reports, financials, etc.)
• General knowledge of personal computer applications and equipment
• Proficiency in Microsoft Office; Including Word, Excel, Access and Outlook
• Knowledge of office machines (fax, copier, phone, postage)
• Knowledge of recordkeeping systems
• Organization and quantitative skills
• Ability to communicate in a positive, courteous, and professional manner
• Ability to exercise judgment & discretion in dealing with individuals and confidential matters
• Valid driver's license and access to a vehicle preferred.
• All candidates for this position must be a least 21 years of age and be able to pass a CORI, driving record, employment reference check as well as a multi-state background check.