Company: Aveyron Homes, Inc.
Updated: February 2026
Purpose / Intent
The Administrative Assistant ensures the smooth operation of the office by providing comprehensive administrative support. Responsibilities include managing daily office tasks, handling communications, and maintaining records. This role serves as a key point of contact for internal and external contacts, enhancing organizational efficiency and effectiveness.
Hours Worked
This is a full-time, hourly position. Working hours are mutually agreed upon by the HR Manager and the Administrative Assistant. Aveyron reserves the right to adjust hours as necessary for organizational success.
Responsible to:
Reports to the Human Resource Manager and ultimately the Executive Director.
Applicant Notice
This information has been adapted from guidelines established by the U.S. Department of Labor and can be used to increase the safety and productivity of the workplace by helping more accurately match employee ability with the demands of the job. Employee and employer must follow all the laws, rules, policies, and procedures in regard to the Department of Human Services/Health, OSHA, EEOC, and all other Federal, State and local governments. Aveyron reserves the right to change the job description/duties at any time, as necessary for the successful operation of the organization.
Qualification Standards & Required Functions
- Be at least 18 years of age or older.
- High school diploma or equivalent.
- Valid driver’s license, adhering to Aveyron’s driver qualification standards.
- Clearance of DHS background checks.
- Must provide an email address and phone number for company communication, which will be published in the Aveyron Mandated Reporters listing.
- Must not be excluded from participation in Medicare, Medicaid, or other Federal Health Care Programs.
- Must not be under the influence of illegal drugs or alcohol during paid company time.
- Proficiency in English (reading and writing skills).
- Ability to sit, walk, and negotiate stairs over a 6-hour period.
- Ability to safely lift a minimum of 30 pounds.
- Typing speed of 40 wpm and proficiency in Microsoft programs.
Detailed Responsibilities
Responsibility: Aid in general office duties, ensuring:
- Accurate and prompt relay of telephone calls and messages.
- Help prospective employees in completing applications and conducting interviews as requested by the HR Manager.
- Guidance giving to other service providers and/or Aveyron employees during emergency situations.
- Adherence to facility policies.
- Tracking and ordering office supplies.
Responsibility: Prepare and keep records for effective operation, ensuring:
- Up-to-date employee permanent files in compliance with State/Federal/County regulations.
- Accurate filing of all employee personnel records.
- Help with special projects as needed.
- Updating and distributing policies to employees as needed/requested.
- Keeping the Policy Manual current and using it as a resource.
- Tracking policy changes for annual review.
- Create and send out monthly calendar to management staff.
Responsibility: Perform typing and computer duties, ensuring:
- Timely preparation and mailing of necessary items (e.g., bulk mailings, Board of Directors materials, Satisfaction Surveys)
- Collection and distribution of incoming mail and packages.
- Design of new forms as needed.
- Completion of document copying and faxing as asked.
- Monday Office Meeting minutes are taken, prepared and distributed.
- Other assigned typing/computer duties.
Responsibility: Keep confidentiality at all times, ensuring:
- Up-to-date and confidential employee filing.
- Maintenance of confidentiality in discussions/meetings.
- Intervene if/when observing a breach of confidentiality, making a written report to supervisor.
Responsibility: Plan, organize, and implement social, cultural, educational, and recreational activities, ensuring:
- Creation and distribution of suggested monthly activities for residents.
- Follow-up to ensure planned activities are conducted.
- Planning and preparation of community volunteering options/activities for clients and/or staff (e.g., Adopt A Highway, Animal Shelter, church groups, Food Shelf drives).
- Publicizing activities to promote a positive company image (may include taking photos and including them in the company newsletter).
- Promoting connections with elected officials.
- Help with social media and/or website postings.
- Create and distribute the company newsletter.
- Maintain mailing list for multiple purposes, updating as needed, at minimum annually.
Responsibility: To have knowledge of computers, copy machines, and security system to trouble shoot issues as they arise.
- Work with IT vendor to resolve issues as they arise.
- Help with setting up of computers with IT.
- Keep a confidential directory of all usernames and passwords for all computers.
- Make changes to the office security system to add and remove employees.
- Work with consultants to keep website updated.
Responsibility: To assure that all homes and the office have basic, medical and office supplies and that those supplies are bought in the most cost-effective manner for the company. Performance will be up to standards when the following are carried out:
- Help in buying supplies for homes.
- Research prices and payment arrangements with potential vendors to secure the best prices and terms for these items.
- Seek discounts and use tax exemption when making purchases for the company.
- Manage and safely store company credit cards as assigned and only for company purchases. Keep company credit cards in a locked storage to reduce risk of theft/loss.
Responsibility: To support and coordinate the company and specific training needs for all staff in various aspects of their jobs. Performance will be considered satisfactory when the following tasks are carried out:
- Maintain and update required training materials on Paylocity’s platform.
- Help create training videos, tests, answer keys, and supportive documents for employees as needed.
- Register employees for training events and other activities as requested by the HR Manager and/or Executive Director.
Responsibility: To track company vehicles and site maintenance. Performance will be up to standards when the following are carried out:
- Maintain a list of all company vehicle locations, number of vehicles, age, and specs.
- Track expiration of vehicle tabs, handicap permits, and parking stickers on a spreadsheet. Order updated tabs and permits as needed.
- Maintain a spreadsheet to track maintenance tasks by site.
- Review milage records monthly.
Responsibility: To fingerprint customers and Aveyron employees through IDEMIA/IdentoGO is completed. Performance will be up to standards when the following are carried out:
- Greet all visitors in a professional manner.
- Perform fingerprinting per IDEMIA/IdentoGO training standard practices.
- Contact tech support at IDEMIA as soon as any technical issues arise.
- Notify direct supervisor/HR Manager of any scheduling conflicts or major technical issues, as soon as possible.
Responsibility: To be courteous and a valuable asset to the entire staff of Aveyron Homes, including the Executive Director, Board of Directors, and Consultants. To work cooperatively and effectively with all staff members.
Responsibility: To perform other duties as directed by the Executive Director.
- To be available to complete duties/tasks as requested/assigned that are necessary but temporary in nature.
- Complete, distribute and track fundraising mailings.
- Annually distribute Satisfaction Surveys and summarize collected responses.
- Follow up with staff on options on Wish Lists.
