Administrative Assistant

Job Summary

In accordance with the agency's mission, vision, values, and goals, this position provides essential support functions for the organization and high-level administrative support to the executive team. Responsibilities include compiling, processing, and maintaining records; entering and retrieving information; typing communications and correspondence; and developing reports and spreadsheets. Independent judgment and action are required.

Additional duties include coordinating executive calendars, preparing meeting materials, supporting board-related activities, managing confidential information, and serving as a liaison between the executive team and internal or external stakeholders. The position also assists with special projects, tracks deadlines and deliverables, organizes events or meetings, and ensures smooth daily operations for the executive office.

Essential Job Duties

1. Establishes and maintains current agency policy and procedure manual, contractual documents, and other corporate and legal documents.
2. Has responsibility for receipt program payments, making direct bank deposits, and notification of fiscal staff related to accounts receivable as appropriate.
3. Prepares agendas and takes minutes of meetings in a timely and accurate manner. Examples include but are not limited to board meetings, board committee meeting, executive meeting leadership meeting, strategic planning meetings, etc.
4. Prepares materials for trainings, contract and grant applications, bids, and marketing purposes as directed.
5. Performs independent functions requiring the application of complex, highly technical or specialized office knowledge; organizes and implements support service activities; confers with management regarding administrative issues.
6. Coordinates the accurate and timely preparation and processing of supply orders, purchase requisitions, and/or related documents. Reviews documents and/or records for accuracy, completeness, and compliance with requirements prior to submission for final processing.
7. Maintains and organizes administrative records and other data such that they are organized and easily retrievable.
8. Ensures that staff, consumers, and visitors are greeted, provided prompt assistance, information, or services.
9. Answers the phone promptly and ensures that messages are received and distributed. Responds in a timely manner to public and consumer inquiries.
10. Coordinates the agency social media and other media activities consistent with the agency mission vision, values, and strategic objectives.
11. Is an active participant in agency fundraising, event planning, and donation receipts.
12. Types reports and correspondence, and mails letters.
13. Maintains a professional appearance and demeanor.
14. Maintains confidentiality of all records; complies with regulations pertaining to confidentiality of consumer protected health information.
15. Performs other related work as assigned.

Examples of Knowledge, Skills and Abilities:

• Strong oral and written communication skills that include reading, writing and speaking the English language.
• Effective interpersonal skills
• Thorough knowledge of business math computations; and grammar, composition and spelling.
• Thorough knowledge of modern office practices, procedures, systems, and equipment.
• Working knowledge of computer information systems and software and skilled in keyboarding.
• Ability to take minutes accurately.
• Ability to make and apply decisions in accordance with policies and procedures and standards established by regulatory agencies.
• Ability to prepare spreadsheets and reports.
• Ability to plan, organize, assign, supervise, evaluate, instruct and train subordinate staff performing a variety of administrative functions.
• Ability to develop and implement complex procedures from general instructions.
• Ability to maintain a high standard of ethical conduct; exhibit honesty, integrity and ethical behavior.
• Ability to proofread materials for accuracy and completeness
• Ability to quickly adapt to specific office practices with speed and accuracy
• Ability to maintain a high standard of ethical conduct; exhibit honesty, integrity and ethical behavior
• Ability to work harmoniously with employees, applicants, recipients, and the general public
• Ability to handle confidential information appropriately

Experience and Education:

• High school diploma or GED.
• Three (3) years of professional executive level office or related clerical experience.
• Training from a vocational or business school in office management, secretarial science or closely related

Necessary Special Qualifications:

• All candidates will be required to a background screening. No candidate may be considered for employment who is under the supervision of the Federal, State, County or Municipal Corrections Department nor have any pending felony or misdemeanor charges other than minor traffic charges.
• All candidates for employment must meet the established minimum qualifications for employment as identified by the applicable regulatory agencies.
• This position is classified as at-will, meaning employment may be ended by either party at any time, with or without cause or notice, as allowed by law.
• We are an Equal Opportunity Employer and welcome applicants from all backgrounds. We do not discriminate based on race, color, religion, sex (including pregnancy, sexual orientation, and gender identity), national origin, age, disability, veteran status, genetic information, or any other protected status under applicable law. We are committed to building a diverse and inclusive workplace.