Administrative Assistant

Our Mission

At PossAbility, LLC, we are dedicated to engaging hearts, empowering lives, and encouraging every possibility to blossom into reality. We provide essential home and community-based services (HCBS) to individuals with intellectual and developmental disabilities (IDD) and traumatic brain injuries (TBI).

Position Overview

PossAbility, LLC is a busy, community-focused agency. As we continue to welcome a steady influx of new individuals into our care, we are seeking a dependable and organized Administrative Specialist to keep our daily operations running smoothly.

This is a hands-on role for a professional who enjoys multitasking in a small-office setting. You will be responsible for the scheduling, documentation, and light financial monitoring that allow our team to stay focused on providing high-quality care to the individuals we serve.

Key Responsibilities

1. Scheduling & Coordination

• Calendar Management: Maintain a clear master schedule, coordinating site visits, team meetings, and appointments with state agencies.
• Travel Logistics: Map out and coordinate local travel to community sites and offices, ensuring time is used efficiently throughout the workday.
• Meeting Readiness: Organize the necessary files, notes, and background information required for daily meetings or site visits.

2. Growth & Office Support

• Onboarding Paperwork: Assist with the steady flow of administrative paperwork required for new employee and client starts, ensuring every file is complete and organized according to state standards.
• Task Tracking: Maintain a running list of active projects and deadlines, providing quick updates to ensure no detail is overlooked.
• Record Keeping: Maintain neat and accessible digital files for contracts, state correspondence, and agency records.

3. Compliance & Basic Bookkeeping

• QuickBooks Monitoring: Perform routine, light monitoring of QuickBooks to ensure transactions are categorized properly and to provide simple snapshots of the agency’s current cash flow.
• License Tracking: Maintain a reliable system for tracking professional certifications and the agency’s state licensing renewal dates.
• Professional Drafting: Help draft clear memos, letters, and simple presentations that represent the agency’s work and mission.

Qualifications & Skills

• Experience: 3+ years in an administrative or office specialist role. Experience in healthcare, home care, or a small business environment is a plus.
• Reliability: A self-starter who can work independently and stay organized even when the office gets busy.
• Technical Skills: Comfortable using Microsoft 365/Google Workspace and basic QuickBooks for record-keeping.
• Integrity: A high level of discretion when handling sensitive personal information (HIPAA) and financial details.
• Mission-Driven: A genuine heart for the individuals we serve and a desire to see them thrive.

Why Join PossAbility?

In a local agency like ours, you are a vital part of a small, dedicated team. Your organization and hard work directly help us create a space where possibilities truly blossom into reality and hearts are spread throughout our community

Job Types: Full-time, Part-time

Pay: $17.00 - $19.00 per hour

Benefits:

• Paid time off

Education:

• High school or equivalent (Preferred)

Experience:

• Executive administrative support: 1 year (Preferred)
• Home & community care: 1 year (Preferred)
• Human resources: 1 year (Preferred)
• Data entry: 1 year (Preferred)
• Communication skills: 1 year (Preferred)
• Document management: 1 year (Preferred)
• Compliance management: 1 year (Preferred)
• Phone etiquette: 1 year (Preferred)
• Records management: 1 year (Preferred)
• EHR systems: 1 year (Preferred)
• Interviewing: 1 year (Preferred)

Willingness to travel:

• 25% (Preferred)

Work Location: Hybrid remote in Springfield, IL 62704