Administrative Assistant (Restgate)

Roles, Responsibilities, and Essential Duties
Role, Responsibilities, and Essential Duties

Administrative and Office Management

Manage and maintain the weekly team schedule in shared Outlook calendar, ensuring accuracy and timely updates
Take thorough notes from team meetings and email out summaries
Independently review, code, and submit all invoices via Intacct (finance system) while handling competing priorities
Oversight of office equipment and program supplies, proactive troubleshooting issues, coordinating repairs, and minimizing downtime to keep operations running smoothly
Manage daily incoming and outgoing mail with speed and accuracy, ensuring nothing is delayed or misplaced
Drive program site organization and cleanliness standards, maintaining a professional environment
Conduct weekly inventory and procurement of office and client supplies, anticipating needs before they become urgent
Manage and update critical file for site
Close out client charts and secure storage, ensuring full compliance
Reporting

Participate in audit preparation
Ensure the critical binder stays up to date
Assist supervisors in preparing audits and ensure program stays in good standing at all times
Ensure required client forms are completed and submitted in real time
Other duties as required to ensure the overall operation of the program

Qualifications/Educational Requirements

Required:

High School diploma or GED
Preferred:

Associates or Bachelor’s Degree
Proficiency in Spanish and English preferred

Skills, Knowledge and Abilities

Ability to maintain a calm, professional, and welcoming demeanor when working with a challenging population
Strong team player who collaborates effectively across departments to support overall program operations
Strong interpersonal skills, with the ability to build rapport and trust across diverse populations
Strong organizational and systems-oriented approach, with keen attention to detail and accuracy
Ability to manage invoicing, coding, and financial documentation with precision and accountability
Ability to multitask and prioritize competing deadlines without sacrificing accuracy

Computer Skills: To perform this job successfully, an individual should be:

Proficient in Microsoft Office, including Excel
Comfortable with frequent computer use
Able to respond to email communication quickly in a fast-paced environment
Experience with, or ability to learn, computer databases such as CARES, Paycom and Intacct

Physical Requirements

Frequent walking and standing
Ability to lift up to 30 lbsOffice Setting