Office Administrator, Kohler

Mountainside, NJ, USA|Onsite

Job Overview

Compensation

Hourly

Range $28.00 - $30.00

Benefits

Health Insurance

Paid Time Off

Retirement Plan

Professional Development

Employee assistance program

Paid holidays

Disability insurance

Job Description

Bancroft is a recognized leader in providing support and services for individuals with developmental disabilities and brain injuries. As a dedicated nonprofit organization, Bancroft is committed to enhancing the quality of life for the people they serve through compassionate care, innovative programs, and a strong focus on inclusion and community engagement. With a rich history of advocacy, education, and personalized support, Bancroft has established itself as a trusted partner to families, caregivers, and professionals alike. The institution values ethical behavior, respect, and collaboration, embodying core principles designed to foster a respectful and supportive environment. The mission of Bancroft revolves around offering personalized services that empower individuals to achieve their fullest potential and live meaningful, independent lives.

This opening is for an Administrative Assistant based in Mountainside, NJ, who will play an essential role in maintaining the smooth operation of the program and supporting the administrative needs of directors, program managers, and staff. The role requires an individual with a keen eye for detail, excellent communication skills, and strong proficiency in coordinating various office functions. Working in a dynamic environment, the Administrative Assistant will be responsible for purchasing coordination, payroll assistance, records control, and a wide range of secretarial and clerical activities that ensure compliance with company policies and procedures. This is an in-person position with working hours from 8 AM to 4 PM, Monday through Friday, offering an hourly pay rate between $28 and $30.

The Administrative Assistant will be instrumental in serving as a liaison between supervisory staff and direct care staff, maintaining filing systems, managing office equipment, and supporting scheduling activities such as meetings and travel arrangements. This includes oversight of financial processes like check requests, cash advances, program money disbursements, and maintaining census reports. The role demands a proactive approach to administrative problem-solving, exercising independent judgment within the framework of operational policies. The candidate is also expected to contribute to ongoing professional development by participating in relevant trainings and by adhering to mandatory organizational requirements.

Moreover, the position offers an opportunity to be part of a workplace culture that values teamwork, compassion, and independence. Bancroft emphasizes a safe and respectful environment free from abuse or exploitation, and the Administrative Assistant will uphold these values by ensuring effective communication and ethical behavior in all interactions. The successful candidate will demonstrate strong organizational capabilities, adaptability to evolving work assignments, and a commitment to maintaining confidentiality and integrity. This role is pivotal in supporting the mission of Bancroft by facilitating an efficient and compassionate administrative backbone that directly contributes to the welfare of the people Bancroft serves.

Job Requirements

Minimum 18 years of age
High school diploma or equivalent
Three to five years experience in administrative or related roles
Five years experience working with developmental disabilities or brain injury programs
Ability to maintain confidentiality
Strong communication skills
Ability to operate office equipment
Willingness to attend training and maintain certifications

Job Qualifications

High school diploma or equivalent
Three to five years experience in a related field
Five years experience working in programs for people with developmental disabilities and or brain injury
Strong organizational skills
Excellent written and verbal communication skills
Ability to work with minimal supervision
Proficiency in office equipment operation

Job Duties

Maintain close and responsive relationships with directors and program managers with minimal supervision
Assume delegated administrative and secretarial responsibilities for the program
Establish and maintain effective communication to ensure compliance with policies and procedures
Oversee check requests, cash advances, census, program and grocery money and admissions and discharges from the program
Maintain and operate office equipment and follow-up on maintenance, supplies or service requests
Establish and maintain various file systems including quarterly reports tracking and incident report documentation
Serve as a liaison between supervisory staff and direct care staff and provide information on policies and procedures
Act as timekeeper or backup for Kronos system
Coordinate and schedule meetings, travel arrangements and special functions
Distribute copies of important documents such as IHPs, schedules, medical appointments, meeting minutes and updated maps
Manage monthly census and prepare incident reports for the program
Maintain maintenance logs and act as liaison between maintenance and program teams
Attend trainings and seminars to enhance professional development
Perform related duties, special assignments and projects as required
Maintain current training certifications and adhere to mandatory requirements
Demonstrate competencies specific to working with persons served and provide age-specific services and resources
Maintain effective verbal and written communication with colleagues and families
Demonstrate core values of teamwork, compassion and independence
Answer telephones, screen calls, record messages and route calls appropriately
Type and distribute correspondence, schedules, forms and reports
Maintain records and prepare reports for funding and accreditation agencies
Handle mail distribution and preparation
Attend staff meetings and record minutes when necessary
Project professionalism, confidentiality and integrity
Perform other secretarial and clerical activities
Abide by Bancroft’s code of ethics, mission and vision
Cooperate with state and licensing agencies during inspections and investigations
Maintain a safe and respectful environment free of abuse, neglect or exploitation
Report any violations promptly
Demonstrate Bancroft’s core values of accountability, results-driven approach, respect and innovation