Share Email Opening Title Administrative Assistant  Description Supervision Received: Works directly under supervision of the CFO, receiving instructions and general guidance from the Executive Committee (EC) and the HR Manager. Has freedom to plan and organize work assignments within guidelines of program structure. CEO available to resolve unusual work problems. Position Description: The Administrative Assistant is a non-exempt position as defined by the Fair Labor Standards Act (FLSA). General Description of Duties: The Administrative Assistant is responsible for maintaining, and monitoring of employee personnel files, and provider contract files, office duties, including backup to receptionist, contract management, assistance with coordinating Repairs, and work as assigned. Assisting and working closely with CFO and HR Manager on projects and assigned duties.       EXAMPLES OF JOB DUTIES: EMPLOYEE/PROVIDER RECORD MAINTENANCE AND PERSONNEL: Maintain employee personnel files/HHIC contract files, ensuring all needed documentation and trainings are up to date; update active files and archive files as needed. Monitor employee personnel files/HHIC contract files at 90 days and annually. Follow-up with employees/HHIC re: any deficiencies and report and request documentation from respective supervisor as needed. Monitor and track employee/HHIC Privacy Policy acceptance. Prepare and send Competency Evaluations to all Direct Support Professionals (DSP)/HHICs, track, and update related files. Post open job positions, manage jobs email account, call applicants and screen for employment eligibility, and schedule interviews. Responsible for paperwork associated with new hires, to include reference and background checks, EVerify, CAPS, Motor Vehicle Records, and HHS-OIG per agency guidelines. Support for employees/HHIC requesting assistance with Relias. Review monthly training calendar and schedule trainings as needed. Backup HR Manager as needed to include processing new hires, review of new hire documents, filing and distribution as required. Sending performance evaluation and 90-day personnel file reminders, setup of new users in Therap, and Relias, processing Hep B Vaccination approval and other tasks as assigned. GENERAL OFFICE DUTIES: Assist with front desk coverage. Manage, monitor, and track HHIC and Private Pay contracts through DocuSign. Including training supervisors on contract process, document, and maintain protocol. Assist with repairs coordination – monitor, coordinate and schedule facility maintenance, working with maintenance personnel, follow-up with agency employees, tracking and documentation of services and, authorization of related invoices. Coordinate and assist with the physical setup of new residential placements (apartment and houses); order /move utilities; work with supervisors and individuals in service to determine appropriate furnishings, order furnishings, dishes, linens, and supplies as needed. Assist office staff in completing projects as assigned. RECEPTIONIST DUTIES: Answer all incoming phone calls, routing or taking messages as indicated, ensuring messages are complete and clear, and relayed in a reasonable time frame. Greet visitors in a professional and courteous manner, ensuring that they are assisted as needed, and that the front area is not left unattended. Ensure pick up and delivery of incoming and outgoing mail daily and ensure mail is distributed as per agency guidelines. Ensure coffee stations, bathrooms, conference and general office areas are neat and clean on an ongoing basis. Ensure all needed supplies are kept in the bathrooms and kitchens on an ongoing basis. Ensure employees sign out unit supplies, fill out supply check list, and ensure the information is correct by initialing the checklist. Maintain inventory of unit and office supplies, ordering and receiving such supplies as assigned. Grocery cards and PI&E checkout as needed. Assist office staff in completing projects as assigned. EXPECTATIONS FOR COMPLETION OF JOB DUTIES: Display professional appearance and behavior, interacting with other staff, individuals, parents, and service providers in a cooperative and friendly manner as observed by supervisor. Punctual and dependable at reporting to work. Perform job duties with a positive attitude, responding to peak work period without loss of quality, accuracy, and thoroughness. Uphold individual rights by following individual rights and confidentiality guidelines and agency abuse, neglect, mistreatment, and exploitation policy daily. Provide positive role model to staff and individuals always, avoiding use of profanity or derogatory slang, arriving to work in proper attire, modeling good problem solving and social interactions. Attend regular and as scheduled meetings and training as assigned.   Position Requirements GENERAL REQUIREMENTS: Bachelor’s degree and experience in related field and/or position preferred. Excellent organizational and time management skills, proficient with Microsoft Office software, and good business communication skills, both verbal and written. Must be able to prioritize job duties and meet deadlines. Ability to work independently as well as the ability to participate and contribute as a team member. Receive and respond positively to feedback from others. Valid Colorado driver’s license and insurance and ability to pass a background check.   Full-Time/Part-Time Full-Time   Shift Days   Exempt/Non-Exempt Non-Exempt   About the Organization Cottonwood is an expanding non-profit agency based in Englewood, Colorado. Cottonwood provides direct care and community assistance to individuals all over the Denver metro area.   EOE Statement We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.   This position is currently not accepting applications. 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