The Arc of Greater Prince William/INSIGHT, Inc. is a vibrant community of people dedicated to the nurture and care of disabled adults and children within the Prince William County area. Our call to action is to provide all individuals with a life like ours through a variety of services. Join a dynamic team dedicated to providing quality care to individuals with Intellectual and Developmental Disabilities.

We are seeking an experienced and detail-oriented Front Desk Administrative Assistant to perform administrative duties to support daily business functions and operations. This includes greeting guests and visitors, respond to their inquiries and concerns, and direct them to the appropriate personnel for their needs. The work schedule is 9am – 3pm Monday – Friday, 30 hours per week. The hourly range for the position is $16-$18 depending on experience.

Our ideal candidate has worked as a Front Desk Administrative Assistant for at least two years and has experience with all Microsoft Office Suite (Word, Excel, Outlook, Teams). Our ideal candidate is also a problem solver, one who takes initiative and is pro-active.

WE OFFER EXCELLENT BENEFITS!!!

Responsibilities:

This position includes, but is not limited to, the following responsibilities:

• Administer and maintain contact list database for mailings, etc.
• Organize and assist with agency mailings, names, addresses, labels
• Maintain files in copy room, update, make copies, update file listing as needed for agency files and forms including transportation forms etc.
• Maintain registrations /sign- up sheets for dances, parent workshops, parents’ night/day out and other recreational activities.
• Update agency forms in copy room, maintain emergency contact information binder
• Create and organize seminar folders
• Update agency organization charts for Arc programs
• Make employee business cards
• Maintain the Pitney Bowes postage machine/order supplies/updates as necessary for rate changes; add postage/funds to account
• Maintain and update all agency printer/scanner/fax/ equipment make, model, serial numbers etc. for the entire agency and order all supplies needed
• Order Arc receipt books with agency logo
• Order office/first aid/ infection control supplies for all entities within the agency; ensure quality control.
• Order letterhead, business envelopes, return envelopes from printing vendor
• Order office/kitchen/bathroom supplies
• Maintain Culligan water account
• Assist with filing, vehicle paperwork, staff files, assist with purging prior year vehicle reports, setting up new folders/labels etc.
• Add/remove staff from agency driver’s insurance
• Add/remove JRS website staff gas codes
• Assist all trainers when needed with copies, packets
• Sign up staff /new trainings/recerts
• Maintain the training signup sheets and file
• Sign up staff /new trainings/recerts
• Maintain CPR/AED/First Aid binder of staff trainings. Add/remove as needed and when staff update their training etc.
• Make Service calls for copier, water, elevator, or security
• Report maintenance and facilities issues to the Maintenance Manager
• Special projects and additional duties as requested
• Back-up to Receptionist

Experience Required:

• Front Desk Administrative Assistant professional experience: 2+ years
• Microsoft Office Suite: 2+ years

Qualifications Required:

• High school diploma or equivalent
• Excellent communication (both oral and written) and interpersonal skills.
• Strong work ethic, a client service orientation, attention to detail, and self-starter attitude required.
• Strong organizational and computer skills.
• Ability to work with all levels of management and anticipate support requirements.
• Ability to exercise independent judgement with minimal supervision.
• Ability to maintain a high degree of confidentiality regarding agency, staff, and clientele matters.
• Ability to maintain a professional appearance at all times.

Qualified candidates will have demonstrated skills in all areas and be willing to take on additional responsibilities as needed.

Criminal and Child Protective Services Background investigations conducted for all employees; must meet state of Virginia employment eligibility requirements.

We offer completive pay, career growth and an excellent benefits package available to eligible full-time employees to include: medical, dental, vision, and paid life insurance, 403(b) agency sponsored retirement contribution, generous paid time off to include annual leave, sick leave and personal leave, short- and long-term disability, not to mention a rewarding career making a true difference in the lives of others!