Office Assistant - PAI

PAI is searching for a full-time (40 hours per week) front desk/office assistant to support our four locations across White Bear Lake and Oakdale. 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.

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 a professional appearance and workspace.
• Manage multiple priorities and remains flexible and open to additional requests.
• Maintain data privacy and client confidentiality.
• Maintain professional, 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

• Responsible for tracking client receipts and monies.
• Maintain Safety Data Sheets and trains staff as requested.
• Organizational skills to work independently of direct supervision.
• Manage new employee information as requested.
• Accurately file miscellaneous papers/correspondence, participant information as directed by manager/supervisor.
• Support Administrative HR functions by tracking mandatory in-services to assure compliance, request and maintains the supply of new applicant handouts, is a training resource for staff needing information on computer drives, in timekeeping, etc. including new hire training and MVR information.
• Process new client data in a timely and efficient manner; maintains up-to-date client home, census, fire drill, and attendance lists.
• Send out invoices, notices and site information. Create and maintains a system for purchases including tracking, receipts, etc.
• Support employee recognition by coordinating birthday and anniversary cards, purchasing gifts, food, setting up for events, etc.
• Keep client funds account ledger up to date, balances client funds account monthly.
• Support nurse by printing and disseminates monthly MAR's, scans nurse documents, etc.
• Report to and provides support at other sites as requested.
• Interact and uses 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

Benefits

• Health Insurance
• Company paid short-term disability.
• Company paid life insurance.
• Almost 3 weeks of PTO and 11 paid holidays per year your first year.
• A medical pool of paid time for extended illnesses
• 403B retirement savings plan.

Compensation

$19.00/hour

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 purposes, a valid driver's license, a driving record approved by our insurance company and proof of valid car insurance.
• Minimum: High school degree or GED & at least 21 years of age.
• Dependable attendance.

SKILLS AND EXPERIENCE

• Proficient in using Microsoft Office including word processing, excel/spreadsheet applications, etc.
• 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 including in-service
• Excellent attention to detail to edit documents, watch for discrepancies to ensure compliance, etc.
• Ability to understand and interpret 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 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.

About PAI

For over 30 years, PAI has helped individuals with disabilities live with purpose, dignity and joy. PAI offers a Day Program that provides life skills enrichment, vocational training and meaningful social connections for our participants living with disabilities.