Receptionist - Office Administrator

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Located in Randallstown, MD

Salary: $19.00

Position Summary

 

The Receptionist-Office Administrator supports the daily operations of the program by managing office tasks, maintaining accurate participant records, coordinating communication, and ensuring smooth administrative workflows. This role requires a detail-oriented, organized individual who demonstrates professionalism, compassion, and a strong commitment to supporting individuals with developmental and intellectual disabilities.

 

Key Responsibilities

 

Administrative & Office Support

• Answer phones, route calls, and respond to general inquiries.
• Maintain organized filing systems, both electronic and paper-based.
• Prepare correspondence, memos, and program materials as needed.
• Assist with maintaining office supplies, equipment, and inventory.

Program Coordination

• Support the Day Program with scheduling, attendance tracking, and daily activity documentation.
• Maintain accurate participant records in compliance with agency, state, and regulatory requirements.
• Assist with collecting, organizing, and filing incident reports, progress notes, or medical documentation.
• Help prepare materials for activities, meetings, and special events.

Compliance & Documentation

• Ensure all participant files are current and complete.
• Assist with updating program forms, intake packets, and documentation templates.
• Support staff in meeting compliance deadlines and ensuring documentation accuracy.

Communication & Customer Service

• Relay messages and important updates to program staff promptly.
• Assist with distributing newsletters, announcements, and program communications.

Scheduling & Data Entry

• Maintain staff schedules, training calendars, and participant attendance logs.
• Enter data into agency systems with accuracy and confidentiality.
• Assist with preparing reports or summaries requested by the Program Director.

Team Support

• Assist with onboarding new staff by preparing paperwork and coordinating orientation documents.
• Support day program staff with administrative needs during daily activities.
• Help ensure the office environment is organized, safe, and professional.

Qualifications

• High school diploma or equivalent required; associate degree preferred.
• 1–2 years of administrative or office experience (human services experience a plus).
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Comfort working in an environment that supports individuals with disabilities.
• Proficiency with Microsoft Office (Word, Excel, Outlook); ability to learn agency software.
• Ability to maintain confidentiality and handle sensitive information with care.

Preferred Skills

• Experience in a day program, human services, or disability support setting.
• Familiarity with state regulations related to developmental disability services.

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