We are looking for an experienced and motivated Receptionist/Administrative Assistant to join our growing team at Abilis!
About Us: Abilis’ mission is to empower individuals with developmental disabilities and their families through comprehensive services, support, and advocacy. We are dedicated to helping people build able, independent lives while honoring dignity and individual strengths. Our work strengthens families and fosters inclusive, supportive communities.
Job Summary: The Receptionist/Administrative Assistant serves as the first point of contact for Abilis, providing professional reception, administrative, and operational support. Responsibilities include managing communications, coordinating mail and deliveries, supporting building security procedures, and maintaining vehicle and office systems. The role also processes payments in accordance with accounting procedures and ensures accurate documentation and recordkeeping. Additionally, the position supports individuals served by assisting with clerical skill development while maintaining strict confidentiality and compliance with organizational policies.
Responsibilities:
Answer and direct incoming telephone calls; take accurate messages as needed.
Respond to inquiries (phone, email, in person) from individuals, families, staff, volunteers, vendors, and the public within one business day.
Greet visitors, manage sign-in procedures, issue and collect visitor passes, and ensure a professional reception experience.
Monitor security cameras and notify the Director of Operations or Chief Operating Officer of unusual activity; prohibit solicitors.
Receive, open, date stamp, and distribute all internal and external mail, including medical reports and faxes, to appropriate personnel promptly.
Manage daily mail pouches (house and medical), ensuring proper distribution and end-of-day dispatch with vehicles.
Process outgoing mail, coordinate courier/overnight packages, send and distribute faxes, and maintain adequate mailing supplies.
Maintain control and tracking of vehicle keys and logs; report maintenance or other vehicle issues to the Director of Operations.
Receive and process all cash and check payments according to accounting procedures, including recording, issuing receipts, and maintaining documentation.
Support administrative operations with copying, scanning, document preparation, filing, and conference room reservations.
Collect and log timesheets each pay period; order and maintain office supplies for reception and copier areas.
Maintain a neat, organized reception and copier area.
Assist and mentor people served in clerical tasks during program hours and maintain strict confidentiality in compliance with organizational, state, and federal requirements.
Qualifications
High school diploma or equivalent required; Associate’s degree preferred
Minimum one year of administrative support or receptionist experience
Strong verbal and written communication skills with the ability to interact professionally and maintain confidentiality
Proficiency in Microsoft Office and standard office equipment; strong organizational and multitasking abilities
Ability to manage time effectively, prioritize tasks, and exercise sound judgment in a fast-paced environment
Benefits:
Full time employees will receive: Health, dental, and vision insurance, paid time off, free life insurance, 401k profit share, tuition assistance program, awards and recognition including team of the season, on the spot awards, and anniversary gifts.
