Job Description

Administrative Assistant – BWI

Pay Rate: $25.47 per hour
Schedule: Tuesday–Saturday (Off Sunday & Monday)
Shift: 5:30 a.m. – 2:00 p.m.

The Administrative Assistant provides high‑quality clerical and administrative support to the BWI leadership team while maintaining strict confidentiality and adhering to established policies and procedures. This role requires strong interpersonal skills, professionalism, and a commitment to supporting individuals with disabilities in alignment with Chimes’ mission.

Essential Responsibilities

Administrative & Clerical Support

• Perform a variety of routine and detailed clerical tasks with accuracy and attention to confidentiality.
• Support Shift Managers with daily administrative needs and documentation.
• Answer incoming calls, dispatch service requests, and direct inquiries to appropriate personnel.
• Prepare, organize, and maintain reports, logs, forms, and other required documents.
• Handle faxing, emailing, printing, scanning, and mail distribution, including FedEx submissions to corporate offices.
• Maintain office files and ensure timely and accurate document completion and submission.

Scheduling, Communication & Coordination

• Track meetings, trainings, and upcoming events for management and staff.
• Assist in scheduling employee training and ensuring required attendance.
• Support employee communication efforts, including policy updates, reminders, and announcements.
• Provide customer service to visitors and employees, ensuring positive, courteous interactions.

Payroll & Attendance

• Maintain the Chimes BWI Attendance Hotline and daily call log.
• Complete daily and weekly payroll functions, including UltiPro data entry, timesheet verification, and timely submission to Finance.
• Prepare step‑up logs and provide required payroll documentation to managers weekly.

Badging & Compliance

• Assist with the BWI badging application and renewal process for all employees, ensuring timely and compliant submissions.
• Ensure staff adherence to BWI security procedures, including SIDA badge protocols.
• Maintain compliance with all Chimes and contractual policies, procedures, and security requirements.

Professional Conduct & Collaboration

• Establish and maintain cooperative working relationships with staff, managers, vendors, and external partners.
• Maintain strict confidentiality of employee and organizational information.
• Attend required staff meetings, in‑service trainings, and development activities.

Secondary Responsibilities

• Keep office equipment clean and maintain an organized work area.
• Assist with scheduling interviews and supporting new‑hire onboarding and paperwork.
• Support employee recognition and appreciation activities.
• Perform additional duties as assigned in support of site operations.

Physical Requirements

• Ability to sit, stand, or walk for extended periods.
• Ability to climb stairs, bend, kneel, or stoop as needed.
• Ability to lift, carry, or push up to 50 lbs. regularly.
• Ability to work in dusty or outdoor environments as required.
• Ability to visually identify details in a variety of environments.

Core Competencies for Success

• Ability to work independently with minimal supervision.
• Strong organizational skills with the ability to prioritize multiple tasks.
• Good judgment, accuracy, and attention to detail.
• Effective decision‑making and problem‑solving abilities.
• Ability to maintain confidentiality with sensitive information.
• Strong communication skills with the ability to interact respectfully and professionally.
• Competency in basic math and data analysis.
• Proficiency with Microsoft Office Suite and general office equipment.
• Ability to remain flexible and maintain performance despite interruptions.

Essential Personnel Requirement

This position is designated as essential personnel, meaning you may be required to remain on‑site or report to work during emergencies to ensure continuity of operations.

Qualifications

Education

• High school diploma or equivalent required.
• CPR/First Responder certification preferred.

Experience

• Minimum of two years of progressively responsible clerical or administrative experience.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong typing, computer, and office equipment skills.
• Solid understanding of standard office practices and procedures.

Total Rewards (Full‑Time Employees, 30+ hours/week)

• Medical, Dental & Vision Insurance
• Flexible Spending Accounts
• Life & Disability Insurance
• Paid Time Off
• 403(b) with Company Match
• Transportation Subsidy
• Employee Recognition Programs
• Referral Bonuses
• And more!

Join Us at Chimes

To learn more about career opportunities and how you can grow within our mission‑driven organization, visit:
🔗 https://chimes.org/Careers

#cdc202