The Methodist Home of Kentucky, Inc.

Administrative Assistant

Owensboro, KY - Full Time

Position Summary
The Administrative Assistant is a member of the administrative support team
responsible for ensuring a professional, welcoming, and efficient office environment for visitors,
staff, and external partners. This position serves as the primary front desk coordinator and provides
administrative support for program operations, compliance activities, and business office functions.
The Administrative Assistant is responsible for accurate data entry, recordkeeping, meeting coordination, and multiple concurrent workflows. This position supports regulatory audit preparation, and other operational functions while maintaining organization, attention to detail, and the ability to prioritize competing deadlines in a fast-paced environment.

Essential Functions and Competencies           
Mission, Culture, and Trauma-Informed Care

  • Demonstrates an understanding of trauma-informed care through the promotion of safety, consistency, supervision, and support for youth.
  • Works cooperatively with all employees to support the mission and goals of Kentucky United Methodist Homes.
  • Models KYUMH values by demonstrating professionalism, humility, teamwork, self-awareness, and a commitment to the agency mission.
  • Maintains a positive and professional image of KYUMH with clients, visitors, staff, and external stakeholders.
Administrative Operations and Office Coordination
  • Serve as the primary front desk coordinator, answering and directing incoming calls and providing general administrative support.
  • Greet and process visitors through the Raptor system, coordinate campus escorts, maintain visitor logs, and ensure compliance with confidentiality requirements.
  • Schedule and coordinate meetings, appointments, events, training sessions, and facility usage as directed.
  • Prepare Annex room, meeting materials and record meeting minutes as requested.
  • Update and distribute campus phone lists and other administrative communications.
  • Communicate critical information during campus emergencies through approved communication systems.
  • Understand and appropriately utilize agency telephone, voicemail, and communication systems.
  • Perform other administrative duties as assigned to support program operations.
Client Records, Documentation, and Regulatory Compliance
  • Ensure confidential filing, storage, retention, and destruction of records in accordance with agency.
  • Process discharge packets and maintain records related to file storage and archival.
  • Support regulatory audits, monitoring reviews, accreditation activities, and corrective action processes.
  • Assist compliance monitoring efforts as requested.
  • Assume responsibility for assigned projects related to regulatory reviews, accreditation, and quality improvement initiatives.
Data Management and Information Systems
  • Enter and maintain data in federal databases and internal systems within required timeframes.
  • Track and monitor time-sensitive documentation from multiple departments.
  • Scan, upload, organize, and maintain electronic and paper records.
Reporting and Program Support
  • Maintain tracking systems and documentation related to program operations and compliance activities.
  • Assist leadership with gathering information and preparing reports for internal and external stakeholders.
  • Support business office operations and special projects as assigned.
New Employee Orientation
  • Coordinate initial New Employee Orientation (NEO) with applicable departments
Client Travel and Service Coordination
  • Assist with travel arrangements and transportation for youth
  • Communicate travel information to program staff and care team members.
  • Provide professional communication and coordination with attorneys, immigration officials, external providers, and partner agencies.
Purchasing, Inventory, and Financial Administration
  • Process purchase requisitions and maintain associated records.
  • Order, receive, and track office supplies and operational materials.
  • Process credit card documentation and reporting requirements.
  • Maintain inventories, including agency apparel and other designated items.
  • Accept, document, and report monetary and in-kind donations.
  • Support billing activities, vendor coordination, and other routine business office functions.

Position Type/Expected Hours of Work:
This is a full-time position. Days and hours of work are Monday through Friday.

Competencies:
  • Appointment coordination
  • Attention to detail
  • Effective, warm and professional communication
  • Handle stress effectively
  • Honesty
  • Adapt to new technology
  • Organizational skills/workplace
  • Personal Accountability
  • Strict confidentiality practice with clients as well as with employees and situational incidences
  • Task management
  • Teamwork
  • Professional and friendly telephone and visitor greeting protocol
  • Time management
  • Travel planning
Required Education and Experience:
  • Bachelor’s degree in education, psychology, sociology or other relevant behavioral science 
  • Five (5) years of progressive employment with a social services or childcare agency or organization.
Preferred Education and Experience:
  • Experience working with diverse populations, including refugee and/or unaccompanied children and adolescents
  • Office management experience and proficient computer skills
Additional Requirements:
  • Submit to federal and state background and fingerprint checks. 
  • Submit to pre‑employment and random drug screenings. 
  • Maintain required trainings including CPR/First Aid   
  • Maintain required vaccinations


Work Environment:
This job operates in a professional office environment which is also a living home environment for clients. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands:
The physical demands described here are representative of those required to perform the essential functions of this position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform these functions. This position requires occasional standing, walking, sitting, reaching, bending, kneeling, climbing stairs, and lifting or moving up to 25 pounds. The employee must be able to communicate effectively, operate office equipment, and perform tasks requiring close attention to detail. Vision requirements include close and distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Apply: Administrative Assistant
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Are you at least 21 years of age? (Minimum age for employment is 21 years of age.)*
Do you have a valid driver's license? A Youth Care Associate is required to safely transport clients in agency vehicles. (Valid driver's license and insurable driving record required for employment.)*
Do you have a high school diploma or equivalent? (Minimum education level for employment is high school or equivalent.)*
Are you legally permitted to work in the United States?*
You will be required to provide the following documents if hired:
1. Second form of ID for completion of I-9 (Social Security card, certified copy of birth certificate or a valid US passport are acceptable documents);
2. Copy of your highest level of completed education diploma/transcript?

Are you able to provide these documents?*
Are you able to read, write, and speak English fluently? (This is a job requirement.)*
Are you fluent (reading, writing and speaking) in any language(s) other than English?*
If you answered 'yes' to the previous questions, which language(s)?
The program requires the following vaccination/immunizations:

1. An annual influenza immunization (or provide a medical or religious exemption).
2. Documentation of receiving or having immunity to measles, mumps, rubella and varicella (chickenpox).
3. Documentation of receiving or agreeing to a Tdap booster.

Required immunizations or lab tests are at the cost of the program.
Do you agree to comply with these immunization requirements?*
Federal and state fingerprint background reports, driving record, sex offender registry and abuse reports will be required if selected for pre-hire screening.
Do you have or have you:
a. any civil or criminal convictions, charges, arrests, investigations, or adjudications;
b. engaged in or attempted to engage in sexual abuse, sexual harassment, or inappropriate sexual behavior, a crime involving a minor, or any violent crime;
c. been civilly or administratively adjudicated to have engaged in or attempted to engage in any of the activities listed above?*
If you answered 'yes' to the previous question, please provide details, including dates, state in which the incident occurred and the outcome.*
Have you been charged or convicted of any traffic violations (speeding, reckless driving, DUI, suspension of driver's license, etc.) since turning 18? Note: If your background check does not match what you tell us here, then you will be ineligible for hire.*
Do you have reliable transportation to and from work?*
Do you have any responsibilities that conflict with job attendance?*
Were you referred to this position by a current KYUMH employee? If so, please provide the employee's name.*
Have you worked for other Office of Refugee Resettlement (ORR) programs or other child welfare programs in the past?*
Please provide name(s) and location(s) of the ORR programs and / or other child welfare programs for which you have worked. (Enter N/A if no response.)*
Do you have at least one year of documented experience working with children and/or adolescents? This could include non-relative child care experience, summer camp counselor multiple seasons, children's and youth church ministry (paid or volunteer), school instructional aides, etc. Verification will be required to meet job requirements.*
What types of behaviors/interactions between an adult and a youth do you think may be inappropriate and why?*
KYUMH is a Christian, multi-cultural organization that employs individuals from all over the world. Our staff represent many cultures, countries, religions, and personal identities while working together to accomplish our mission in a safe, compassionate environment. Are you willing and able to work effectively in such an environment?*
Human Check*