Administrative Support Associate

About the Role

New Horizons, a nonprofit organization with over 60 years of service to adults with special needs, seeks a motivated and detail-oriented Administrative Support Associate. This full-time (40 hours per week) position, paying $22 - $24 per hour, provides administrative and clerical support to ensure efficient office operations. The role is ideal for a self-starter committed to a mission-driven environment dedicated to empowering individuals with developmental and intellectual disabilities.

Key Responsibilities

• Maintain strict confidentiality of all personnel, member, medical, and financial records.
• Create new client files, enter client information into the system, and maintain accurate database records.
• Perform monthly data entry and record updates for Regional Center (RC) individual clients.
• Complete and process DS 1972 forms accurately and in a timely manner.
• Review client files regularly to ensure all annual documentation and required forms are current.
• Prepare monthly Job Coach meeting agendas, training materials, and supporting documentation.
• Maintain and organize filing systems for the Employment Services Department, including Supported Employment (SE), Pathways, Direct Placement (DP), and External Situational Assessment (ESA).
• Assist SE and DP members with completing online job applications.
• Conduct monthly quality control reviews of member files (minimum of 10 files per month) and submit findings to the Program Manager.
• Conduct monthly quality control reviews of billing records (minimum of 10 files per month) and submit findings to the Program Manager.
• Ensure Job Coaches and designated staff submit timesheets accurately and on time, adhering to Human Resources policies regarding overtime, vacation, and sick leave.
• Provide administrative and operational support to New Horizons team members as needed.
• Collaborate with and provide support to other departments on special projects and organizational initiatives.

Requirements & Tech Stack

• Demonstrated ability to organize and complete work efficiently and in a timely manner.
• Computer proficiency, including Word and Excel.
• Efficient operation of office machines such as copiers.
• Professional and courteous telephone demeanor.
• Experience managing a multi-line switchboard.
• Ability to interact effectively and professionally with the public.
• Ability to multitask is preferred.
• Bilingual (English/Spanish) skills are preferred.

Qualifications

• Must be able to perform each essential duty satisfactorily.
• Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Key Competencies

• Ensure 100% on-time submission of Job Coach and designated staff timesheets.
• Achieve 100% compliance with HR policies regarding overtime, vacation, and sick leave documentation and usage.
• Resolve timesheet discrepancies within 1–2 business days of identification.
• Complete monthly Regional Center (RC) client data updates on time with zero overdue submissions.
• Conduct monthly quality control reviews of at least 10 member files and 10 billing records, with findings submitted on schedule.
• Ensure 100% confidentiality compliance for all client, medical, financial, and personnel records.
• Maintain 100% completion and on-time processing of DS 1972 forms and other required documentation.
• Achieve 95%+ compliance rate in documentation and audit readiness across all filing systems (SE, Pathways, DP, ESA).