Administrative Assistant

Upper Valley Services (UVS) is one of Vermont’s designated non-profit agencies serving people with developmental disabilities and adults who are eligible for Adult Family Care.

Our Randolph office is looking for a full time (40hrs/wk) Administrative Assistant. The Administrative Assistant is a positive and collaborative team member essential in the day-to-day operations of the Randolph program by providing clerical, secretarial, and operational assistance to the Administrative and Randolph teams.

Responsibilities Include: 

• Greet and screen office visitors.
• Answer phones and relay messages as needed. This may entail contacting staff working remotely with time sensitive information.
• Send and receive fax documentation and or scanned electronic documentation as needed.
• Coordinate between departments in assisting to resolve day-to-day administrative and operational problems as needed.
• Provide administrative support to the Facilities Team as needed.
• Oversee conference room scheduling.
• Set up virtual meetings as needed.
• Prepare business correspondence.
• Create spreadsheets and data entry.
• Create and manage mailings and track responses as needed.
• Assist in managing inventory of supplies, servicing by vendors, and tracking invoices.
• Assist with managing file storage and records retention, understand legal retention requirements, and assist staff with filing as needed.
• Drop off and pick up mail from the post office daily.
• Ensure all outgoing mail is properly posted and mailed at the end of each business day.
• Other duties as assigned.

Education, Knowledge, Skills, and Abilities:

• High school diploma or equivalent with 3+ years of administrative experience required. Associate or bachelor’s degree in business administration or related field with 1 year of relative experience preferred.
• Extensive knowledge of office management procedures.
• Strong interpersonal, verbal, and written communication skills.
• Proficient with Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
• Proficient with Zoom.
• Operate a range of office equipment such as photocopiers, fax machines, label printers, document scanners, and postage meters.
• Collaborative team player with a positive attitude and ability to think and act quickly to identify creative solutions to complex problems.
• Ability to understand and maintain confidentiality.
• Ability to work independently and collaboratively.

Benefits Include:

• Comprehensive medical, dental, and vision insurance
• FSA and Dependent care accounts
• Vacation, Sick, and Personal time
• 403B Retirement plan
• Life and Disability insurance
• Employee Assistance Program
• Will and travel assistance programs
• Tuition repayment assistance programs
• Tire purchase program
• Wellness incentive program
• 13 paid holidays a year
• Professional development and training opportunities
• $1000 sign on bonus ($500 at onboarding and $500 upon completion of 3 months of employment)

Disclaimer:

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee to perform this job. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. This job description does not constitute a contract of employment or change the employment-at-will status of the employment relationship for the employee or the Agency.

EEO Statement:

It is the policy of UVS insure, in compliance with and to the limits of federal and state laws, that all employment decisions and actions are made without regard to religion, gender, race, color, national origin, ancestry, place of birth, age, sexual orientation, marital/civil union status, veteran status, physical or mental disability, having a positive test result on an HIV related blood test or any other legally protected classification. If an individual with a disability requires a reasonable accommodation in order to perform the essential functions of his or her position or job for which he or she has applied, upon request, UVS will provide such accommodation in compliance with state and federal laws.