Administrative Assistant

Administrative Assistant

Monarch Staffing is seeking a professional and detail-oriented Administrative Assistant for a full-time, onsite opportunity with a local municipal organization in Coatesville, PA. This position plays a key role in supporting daily administrative operations while serving as the first point of contact for residents, visitors, and community stakeholders.

The ideal candidate is organized, customer-focused, highly confidential, and comfortable managing multiple priorities in a fast-paced office environment.

Key Responsibilities

• Provide administrative support to executive leadership and assist with daily office operations.
• Prepare, proofread, and distribute correspondence, reports, meeting agendas, minutes, and other official documents.
• Answer incoming calls, greet visitors, and provide exceptional customer service to residents and the public.
• Process permits, applications, licenses, and other administrative documentation.
• Maintain organized electronic and paper filing systems while ensuring confidentiality of sensitive information.
• Schedule meetings, coordinate calendars, and prepare meeting materials.
• Collaborate with internal departments and outside agencies to support operational needs.
• Assist with accounts payable and accounts receivable functions, including invoice processing, coding, and payment tracking.
• Support payroll administration by verifying timesheets, maintaining payroll records, and ensuring accurate data entry.
• Assist with budget tracking, financial reporting, reconciliations, procurement activities, and audit preparation.
• Utilize QuickBooks and Microsoft Office applications to maintain financial and administrative records.
• Perform additional administrative and clerical duties as assigned.

Qualifications

• High school diploma or equivalent required; Associate's degree in Business Administration or a related field preferred.
• Minimum of 2 years of administrative or clerical experience; municipal or public sector experience is a plus.
• Proficiency in Microsoft Office Suite, particularly Word, Excel, and Outlook.
• Experience with QuickBooks, accounts payable/receivable, payroll support, or bookkeeping functions is highly preferred.
• Excellent written and verbal communication skills.
• Strong organizational skills with the ability to prioritize multiple tasks and meet deadlines.

Equal Opportunity Employer

We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other legally protected characteristic.