The Key Program is seeking a dedicated and organized Administrative Assistant to support operations within our Western Regional Administrative Offices in Springfield and Greenfield, Massachusetts. This position plays a critical role in ensuring the efficient management of regional administrative functions while supporting staff, programs, and agency operations. The position will require 3 days in our Springfield office and 2 days in our Greenfield office.
Wage: Competitive hourly wage: $23-$25
Additional compensation is provided for bilingual skills and our generous employee referral bonus program.
Insurance: (See attachment for contribution details)
- Key offers Blue Cross Blue Shield Blue Benefits covering over 90% of medical premiums and 70% for dental premiums with low deductibles and co-pays.
Professional Development: (See attachment for details)
- Tuition assistance is available for degree or certification programs. Scholarship opportunities are provided for clinical-related graduate programs.
- Key is an internship placement site where employees can fulfill internship requirements for college credit.
- Intensive training, professional development and opportunities for advancement are available.
Self-Care and Paid Time Off Benefits: (See attachment for details)
- 3 weeks/vacation, 2 weeks/sick time, 3 days/personal, 3 days/bereavement and 12 paid holidays for Full-time staff.
- Free, confidential employee assistance program for employees and adult household members for support with mental and physical health, financial, family, legal, parenting and other concerns.
Other:
- Reimbursement equivalent to IRS rate for work-related travel
- 403(b) retirement savings account (tax-deferred).
- Pre-tax childcare.
Qualifications:
Required:
- Associate’s degree required; Bachelor’s degree strongly preferred.
- Strong interpersonal and relationship-building skills.
- Excellent verbal and written communication abilities.
- Proficiency with multiple computer applications and office software.
- Ability to manage multiple priorities and maintain organized records.
- Must be at least 21 years of age.
- Valid state driver’s license.
- Legally registered and insured vehicle available for work-related use.
Preferred:
- Bachelor’s degree in Business, Computer Science, or a related field.
- Experience in administrative operations, billing, data management, or nonprofit/human services environments.
- Experience with Electronic Health Records (EHR) systems.
Responsibilities:
- Understand, implement, and organize administrative systems and procedures.
- Collect, maintain, and review regional program statistics and data.
- Ensure employee timesheets and reimbursement requests are completed accurately.
- Coordinate bulk purchasing of food, office supplies, and equipment, including obtaining vendor estimates when needed.
- Process accounts payable and record weekly expenses.
- Coordinate building and equipment repairs in a timely and efficient manner.
- Respond to employee inquiries and communicate needs to the Senior Administrative Supervisor.
- Conduct new employee orientation, including onboarding paperwork and benefits review.
- Complete and submit required building safety and fire inspections.
- Maintain overall responsibility for smooth office operations, facility upkeep, inventory management, and supply purchasing.
- Ensure regional filing and record-keeping systems remain accurate, organized, and compliant with agency standards.
- Assist with regional training activities, supervisory meetings, and special projects.
- Work collaboratively with administrative, supervisory, and program staff.
- Demonstrate cultural awareness and sensitivity when interacting with staff, clients, families, and vendors.
- Complete billing through Electronic Health Records (EHR) systems.
The Key Program is a private, non-profit human services agency whose mission is to support children, families, and emerging adults through trauma-informed, culturally grounded services that strengthen resilience, foster belonging, deepen community connections, and build a foundation for lasting well-being. Key works in conjunction with the MA DCF, RI DCYF and NH DCYF and is an agency provider of community-based services, residential treatment programming, and outpatient mental/behavioral health services.
