Residential Administrative Assistant

The Administrative Assistant provides general office and clerical support to leadership and staff at The Arc of Central Alabama, helping ensure smooth day-to-day administrative operations. Responsibilities include scheduling, correspondence, filing, greeting visitors, and supporting meetings and events. This role is often a first point of contact for families, guardians, and community partners, making professionalism and warmth essential to representing the organization's mission well.

Essential Duties and Responsibilities

• Answer and direct phone calls, emails, and visitor inquiries in a professional, welcoming manner.
• Schedule and coordinate meetings, appointments, and calendars for assigned leadership or department.
• Prepare correspondence, reports, memos, and other documents as requested.
• Maintain organized physical and electronic filing systems.
• Order and maintain office supplies and coordinate basic facility needs.
• Assist with preparing materials for meetings, trainings, and events.
• Support data entry and recordkeeping tasks for assigned programs or departments.
• Greet and assist visitors, families, and guardians with courtesy and discretion.
• Process incoming and outgoing mail and deliveries.
• Assist with special projects and events as assigned.

Preferred IDD-Focused Responsibilities
• Serve as a welcoming, respectful point of contact for people served, families, and guardians visiting or contacting the organization.
• Support the smooth administrative functioning of programs so that direct-care and clinical staff can focus on person-centered services.
• Handle records and communications involving people served with discretion, confidentiality, and dignity.
• Help ensure timely communication between families, support coordinators, and program staff.
• Reflect the organization's mission and values in every interaction with the public and stakeholders.

Minimum Qualifications
• High school diploma or GED.
• One (1) or more years of administrative or clerical experience.
• Proficiency with Microsoft Office (Word, Excel, Outlook).
• Must pass a statewide/criminal background check confirming no convictions for any crime of violence, abuse, neglect, exploitation, or any felony offense.
• Must pass a pre-employment drug screen.
• Strong verbal and written communication skills.
• Ability to maintain confidentiality.

Preferred Qualifications
• Associate degree in office administration or related field.
• Experience in a non-profit, healthcare, or human services setting.
• Familiarity with scheduling and database software.

Knowledge, Skills & Abilities (KSAs)

• Knowledge of Alabama Medicaid/Medicare programs, Waiver Services, pre-need, and burial insurance preferred.

• Knowledge of general office procedures and administrative best practices.
• Skill in written and verbal communication.
• Skill in organizing files, schedules, and correspondence.
• Ability to multitask and prioritize competing requests.
• Ability to interact courteously and professionally with diverse stakeholders.
• Proficiency with common office software and equipment.

Physical & Essential Functions
• Primarily sedentary office work involving sitting, typing, and answering phones.
• Occasional standing, walking, and lifting of office supplies up to 15 lbs.
• Visual and auditory acuity for office communication tasks.
• Ability to travel locally as needed for meetings, audits, or site visits.

Work Environment
• Standard administrative office setting, often front-facing/reception-adjacent.
• Regular daytime business-hours schedule.
• Minimal travel required.

Requirements

Qualifications

• High School Diploma or equivalent required.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, etc.).
• Strong understanding of clerical procedures, including recordkeeping and filing systems.
• Excellent verbal and written communication skills.
• Highly detail-oriented and organized.
• Ability to manage time efficiently and prioritize tasks while maintaining high standards.
• Good judgment and decision-making skills.
• Ability to work independently and as part of a team.
• Professional attitude and demeanor.

• The ideal candidate will demonstrate strong organizational and communication skills, be proficient in administrative tools and software, and possess the ability to manage multiple tasks in a fast-paced environment. A commitment to professionalism and confidentiality is essential.

• This position typically operates in an office environment. The role requires frequent use of standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines. Occasional travel may be required for meetings or training.

Summary

Diversity, Inclusion, and Equal Opportunity Statement
The Arc of Central Alabama is an Equal Opportunity Employer. We are committed to fostering a diverse and inclusive workplace where all individuals are treated with respect and dignity. We do not discriminate on the basis of race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, age (40 or older), disability, genetic information, marital status, or any other protected status under federal or state law. We provide reasonable accommodations for qualified individuals with disabilities and encourage veterans and individuals from underrepresented communities to apply.
Join Us
If you're passionate about supporting individuals in a residential setting and want to make a meaningful impact, we invite you to apply and become part of our mission-driven team.