Summary: The Arc of Union County Inc. is a leading provider of person-centered services for individuals with intellectual and developmental disabilities. The organization operates a variety of programs and employs an average of 550 staff. The Administrative Assistant provides high-level administrative, clerical, and operational support to multi-departmental teams at The Arc of Union County. As an Administrative Assistant, this specialized role is directly responsible for handling, processing, and safeguarding highly sensitive documentation across the agency's diverse programming, including departmental operating budgets, program performance metrics, and Protected Health Information (PHI). The successful candidate ensures strict compliance with federal and state regulations while maintaining smooth day-to-day office operations to support our mission of empowering individuals with intellectual and developmental disabilities and their families. This role is responsible for Document Management & routine administrative agency Departmental Assistance specific but not limited to file and sort physical and digital documents that contain sensitive information, including departmental budgets, metric reports, and/or Protected Health Information (PHI) for various departments when and where assigned to assist.

Qualifications:

High School Diploma preferred and-or-comparable industry experience.
Minimum of 5 years of proven experience as an administrative assistant, ideally within a healthcare, human services, or non-profit setting.
Sector Familiarity: Direct experience or foundational knowledge working within the New Jersey Division of Developmental Disabilities (DDD) framework. Regulatory Knowledge: Clear understanding of HIPAA guidelines and privacy laws concerning electronic and physical medical records management.
Technical & Software Proficiency MS Office Suite and other assigned databases and basic software applications to assist in managing data storage.
Must be proficient with Microsoft Office Suite (Word, Excel, Outlook) and general office machinery (scanners, copiers) and Database Navigation. Ability to timely initiate and professionally respond to all communications through e-mail and in person when and where required.

ADA Expectations

This position requires an employee to perform duties in indoor and/or outdoor settings where exposure to weather elements, dirt, and dust, unpleasant smells, and/or loud noises is possible, including occasional temperature fluctuations depending on the climate/season/weather. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands:

The physical demands for this position must be met by an employee to successfully perform the essential functions of the job. While performing the duties of this job, the employee may be regularly required to maintain a stationary position (standing and sitting), move/traverse, kneel, bend, reach with hands and arms for extended periods of time, twist, carry, lift up to 35 pounds, Agility with wrist and finger dexterity to access, key and sort electronic information or file documents, ability to view computer and/or electronic device for extended period and other physical duties as directed by your supervisor and/or Director.

The essential Cognitive Functions of this position may include the ability to analyze, compute, hear, and repeat information, take notes, read documents, generate written information, independently problem solve, tolerate interruptions, maintain positive public relations, organize, verbally communicate, and converse with a diverse group of people, among others.

The Arc of Union County will reasonably accommodate qualified individuals with a disability so that they can perform the essential functions of a job unless doing so causes a direct threat to these individuals or others in the workplace, and the threat cannot be eliminated by reasonable accommodation, or if the accommodation creates an undue hardship to The Arc of Union County.

EEO statement

The Arc of Union County is an Equal Opportunity Employer. All qualified applicants receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin or protected veteran status and will not be discriminated against based on disability.

Employees who may encounter individuals served shall be subject to and comply with the requirements for random drug testing for controlled dangerous substances. Criminal history record background checks will be conducted at least once every two years for agency’s employees. Any employee who is required to undergo a criminal history record background check and refuses to consent to, or cooperate in, the securing of a criminal history record background check shall be immediately removed from the person’s position and the person's employment shall be terminated.

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