Share Email Opening

Office Assistant, M-F, Day Program for 2 Site Locations 

Salary $17.00/hour  
About the Organization Phoenix Alternatives, Inc. (PAI) has been a vital part of our community since 1990. We were founded as a 501(c)(3) to serve people with developmental disabilities, maximizing integration into the community while pursuing meaningful, person-centered activities. PAI is a day program offering an array of services and opportunities for adults who want to design a life they love. You will find a culture that's respectful, team-oriented, and focused on meeting the unique needs of the people we serve.

Our mission is to engage individuals in meaningful participation in and connection with the community.

PAI is searching for a full-time (40 hours per week) front desk/office assistant at our Parkway and Commerce locations. Our ideal candidate is very flexible and able to juggle multiple responsibilities with warmth and a sense of humor.

ESSENTIAL FUNCTIONS AND PRIMARY RESPONSIBILITIES – Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Summary of Job Description

As the Office Assistant, you will demonstrate the desire and ability to work with people. You are competent to provide administrative support to enhance the site, the organization’s programs, and the mission. You have the ability to manage time effectively, prioritize and meet deadlines.

Reception/Front Desk

  • Implement building safety protocols/policies.
  • Maintain accurate schedules including scheduling meetings or interviews as requested. 
  • Maintain professional appearance and work space. 
  • Manage multiple priorities and remain flexible and open to additional requests. 
  • Maintain data privacy and client confidentiality. 
  • Maintain professional and respectful interactions with all PAI employees, program participants and visitors.
  • Follow all established data privacy laws related to client and employee information. 
  • Maintain confidentiality of company related information. 


Communication and Program Support

  • Process new client data in a timely and efficient manner; maintain up-to-date client home, census, fire drill, and attendance lists. 
  • Maintain Safety Data Sheets and train staff as requested. 
  • Work independent of direct supervision. 
  • Manage new employee information as requested. 
  • Accurately file papers/correspondence, and participant information as directed by manager. 
  • Support Administrative HR functions and compliance: track mandatory in-services, request/maintain supply of new applicant handouts, be a training resource for staff on accessing information via computer drives, in timekeeping etc., including new hire training and MVR information.
  • Send out invoices, notices and site information. Create and maintain a system for purchases including tracking, receipts, etc.
  • Support employee recognition: coordinate Birthday and Anniversary cards, purchase gifts, food, set up for events, etc.
  • Support Registered Nurse by printing and disseminating monthly MAR’s, scan nurse documents, etc. 
  • Assume all responsibility for auditing medication records at the site and follow direction from the Registered Nurse as needed. 
  • Report to and provide support at other sites as requested. 
  • Interact and use a person centered response with program participants. 
  • Follow policies, procedures, regulations and employee handbook.
  • Offer support to the team and participants as needed.
  • Assume additional responsibilities as requested. 



PAI offers

  • Three health and dental plans with significant company contribution toward the cost of the plans. Health insurance starting at $85/month. Deductibles can be as low as $500/year.
  • Company-paid Short-Term Disability.
  • Company-paid Life Insurance.
  • Almost 3 weeks of PTO and 10 paid holidays per year your first year.
  • A medical pool of paid time for extended illnesses
  • Tax Annuity / 403B option.




Position Requirements

Education and Credentials 

  • Pass a DHS Background study and Office of the Inspector General (OIG) and maintain clearance to provide direct contact services without continuous supervision.
  • Reliable transportation for work driving purposes, a valid driver’s license, proof of valid car insurance and a driving record that meets PAI insurance company standards and be 21 years of age or older.
  • Minimum: High school degree or GED.
  • Dependable attendance.


Skills and Experience

  • Proficient in using Microsoft Office Suite.
  • Organizational skills to create and maintain systems, manage inventory, order supplies, etc.
  • Excellent communication, people and phone skills to appropriately interact and coordinate the needs of program participants, staff, families and guardians, county and state officials, visitors, etc.
  • Math skills to create, modify and manage funds and ledgers, collect, track and compile data.
  • Excellent attention to detail to edit documents, watch for discrepancies to ensure compliance.
  • Ability to understand, interpret and follow policies, procedures, and regulations in order to manage the front of the building to meet compliance and support safe practices.
  • Ability to respond to urgent needs, including emergencies.
  • 1-2 years of front desk/administrative experience in a professional setting.  
  • Experience at a non-profit and/or with individuals with Developmental Disabilities and/or an Autism Spectrum Diagnosis is preferred.


Work Environment

Ability to work in a busy and noisy environment with many distractions.


Physical Requirements

Frequent standing, walking, bending, lifting and carrying, pushing and pulling, twisting and overhead reach. Frequent use of repetitive motions activities. Frequent use of phone, computer, and copier. The job requires going out into the community, may involve outside events and attending training or providing support at other PAI sites.


Please attach a resume and cover letter to your application

Preferred Requirements:  
Location White Bear Lake, MN  
Keywords: front desk, DD, ID, day services, DT & H, coordinator, administrative support, receptionist  
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.

To search for an open position, please go to


Other Jobs Within Same Category
Development Coordinator in White Bear lake, MN
Posted on: 7/29/2022
[Apply Now]

Other Jobs Within 60 Miles
Program Supervisor in White Bear Lake, MN
Posted on: 6/28/2022
[Apply Now]

Development Coordinator in White Bear lake, MN
Posted on: 7/29/2022
[Apply Now]

Direct Support Professional (DSP) in White Bear Lake, MN
Posted on: 12/7/2020
[Apply Now]

Multi Site Float in White Bear Lake, MN
Posted on: 6/16/2021
[Apply Now]


Click here for technical assistance.