Administrative Specialist Position

Join the CareWell Services Southwest team as a full-time Administrative Specialist!

What We Do:

We promote health, independence, and choice for seniors, persons with disabilities, and caregivers. As an area agency on aging, we identify seniors’ needs and develop plans to enable older adults to maintain their independence with dignity through person-centered services. In addition, we recognize the needs of seniors and develop strategies to help older adults to maintain their independence with dignity through person-centered services.

What We Offer:

Life-Work Harmony: If you are seeking a career where your personal well-being is valued as much as your professional contributions, CareWell Services is the place for you. This is why we foster a supportive, hybrid culture to allow you to bring your best self to work. We offer a work environment to give you a balanced approach between personal and professional life.

All-Encompassing benefits package: Matching up to 3% for 401(k) plan (vested on day one of enrollment), three medical/dental insurance plans which includes two plans that are no cost to the employee, generous time off of 3½ weeks your first year, short-term disability, a flex spending account, employer paid life insurance with the option of adding spouse and children. Thirteen paid holidays. AFLAC specialty insurance.

Position Summary:

Provide administrative, clerical and support functions for the Agency. Duties include general clerical, receptionist, data entry, executive support, and consumer relations. Project a professional image through in-person and phone interaction.

Essential Job Functions:

• Answer multi-line phone system, triage and transfer calls to an appropriate staff member, and is comfortable using a portable headset.
• Communicate messages to staff in a timely and effective manner.
• Meet and greet participants and visitors to the Agency in a warm inviting professional yet respectful manner.
• Create spreadsheets, manage databases, completes data entry, draft correspondence, reports, etc., ensuring accuracy and professionalism using various software programs.
• Perform general clerical duties, including but not limited to photocopying, faxing, mailing, filing, distributing mail, ordering supplies, maintaining complex files, and preparing correspondence.
• Coordinate and maintain records for administrative staff.
• Distribute daily attendance information to the Agency and record it in the online attendance folder.
• Provide Information and Assistance.
• Promote Agency and community programs and resources.
• Coordinate monthly program surveys, tabulation, and participant mailings.
• Replenish informational brochures in racks.
• Maintain meeting room reservations and cleanliness.
• Schedule meetings.
• Agency event support.
• Maintain office equipment supplies and maintenance.
• Maintain clean, well-organized and tidy workspace.
• Support achievement of Agency mission and vision, reflecting its work behavior values.
• Perform other duties as assigned.

Education and Experience:

• High School diploma required.
• Significant experience with office automation, administrative assistance and word/office processing required.
• Experience in public‑facing roles with demonstrated growth in responsibilities.