POSITION TITLE: ADMINISTRATIVE ASSISTANT
QUALIFICATIONS: The Administrative Assistant must have a
minimum of a high school diploma and must
have at least one-year experience in a
professional office environment. In addition,
excellent communication skills, both oral and
written are required. (Day Habilitation Center
Manual) Must be able to handle multiple tasks,
utilize computer and software application
skills, and type 60 WPM. Must have a valid
SUPERVISOR: Program Director
The Administrative Assistant aids management by coordinating office services, such as
maintaining records, typing and filing, and receptionist duties.
ESSENTIAL JOB DUTIES AND RESPONSIBILITIES:
• Communicate regularly with supervisor to seek assistance, share information and resolve
• Be an active participant in staff meetings, in-service trainings and program planning
• Coordinate work with others
• Orient new personnel to agency policies and procedures
• Maintain an accurate and efficient filing system
• Maintain staff personnel records
• Requisition office supplies and maintain inventory control
• Prepare staff payroll for Program Director’s approval
• Maintain accurate, current staff payroll information
• Submit approved expenses and staff travel vouchers to Administrative Office
• Type drafts, reports, correspondence and forms as required
• Receptionist duties
• Monitor and record in-service attendance for staff
• Monthly reconciliation of petty cash accounts
• Record individuals’ daily attendance
• Adhere to all established Habilitation Assistance Corporation policies, procedures and
• Prepare and maintain accurate client census information and related billing
• Maintain the program’s copy of the agency’s Policy and Procedure Manual
• Regular attendance is required
• Other assigned duties as required by supervisor
The demands described below are representative of those actions and abilities utilize by the
employee to successfully perform the essential duties and responsibilities of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform
the essential job duties and responsibilities.
While performing the duties of this job, the employee is frequently required to stand, walk,
sit; use hands to finger; handle or feel; reach with hands and arms; climb or balance; stoop,
kneel, crouch, or crawl; and talk and hear. The employee on occasion may be asked to taste
or smell. In an emergency situation, the employee may be asked to lift and/or move up to
25 pounds and occasionally lift and/or move up to 100 pounds. Additionally, the employee
may be asked to push a wheelchair containing a person in excess of 100 pounds. The
employee may frequently be required to be in attendance at meetings lasting in excess of
The employee must be able to read and understand documents such as policies and
procedures, regulations, and operating instructions. Writing reports and correspondence is
required. The employee will be required to communicate effectively with members, staff,
supervisor, and other involved parties.
REASONING AND EMOTIONAL ABILITIES:
The employee must be able to apply common sense in performing his/her duties. Must be
able make modifications in routine and/or activities in order to meet the needs and safety of
the members. Must be able to work on multiple tasks in a fast paced, busy environment.
Must be able to interpret statistical data and have attention for details.
I have reviewed the job description for the position for which I am being considered and I
am able to perform the essential functions of the job with or without a reasonable
accommodation. (i.e., lifting, standing, sitting) YES No
If ‘NO’, what accommodations are requested to perform essential functions of job?