Administrative Assistant

Job Description

Job Description

Position Type: Full-Time

Reports To: Executive Director

FLSA Status: Non-Exempt

Position Summary

The Administrative Assistant provides comprehensive administrative, operational, and customer service support to ensure the smooth daily operation of the Latinx Technology & Community Center (LTCC). Serving as the primary point of contact for visitors and community members, this position welcomes individuals, responds to inquiries, and connects community members to LTCC programs and local resources.

The Administrative Assistant supports staff across departments by maintaining document control systems, preparing program materials, managing stock and office supplies, conducting data entry, and assisting with attendance tracking and program reporting. The position ensures all administrative processes are conducted professionally, accurately, and in alignment with LTCC policies, confidentiality requirements, and ethical standards.

Essential Duties and Responsibilities

Center Operations & Front-Desk Support

• Welcome community members and provide responsive, professional, and culturally respectful customer service in person, over the phone, and via email.
• Answer incoming telephone calls, direct inquiries to appropriate staff or departments, and connect individuals with community resources.
• Assist community members accessing services through the LTCC Resource Center.
• Ensure all daily activities and front-desk processes follow established LTCC policies, procedures, and guidelines.
• Develop and maintain positive relationships with clients, visitors, and partners to build community support and enhance program participation.
• Engage youth and local populations to encourage participation in technology events, community workshops, and LTCC programming.

Administrative Support & Document Control

• Provide full administrative support to the Executive Director and organizational team.
• Maintain a user-friendly, organized physical and electronic filing system for recording, tracking, and archiving organizational documents.
• Perform routine data entry, printing, copying, scanning, and filing duties.
• Prepare and organize daily, weekly, and bimestral program materials, presentation resources, and marketing collateral to support program execution.
• Maintain stock levels for office and stationery supplies, placing orders and managing inventory as needed.
• Conduct basic administrative and web research duties as requested by staff or leadership.

Data Management & Reporting

• Maintain accurate records, files, and database systems for organizational tracking (e.g., visitor logs, computer lab usage, community satisfaction surveys, etc.).
• Assist the Executive Director in tracking staff attendance, scheduling reports, and overall organizational tracking metrics.
• Compile administrative data and narrative details for monthly, quarterly, annual, grant-related, and organizational reports.
• Protect confidential and sensitive information regarding clients, staff, community members, and organizational operations.

Organizational Responsibilities

• Participate in required organizational, program-specific, funding-related, safety, ethics, and professional-development training.
• Assist with and participate in LTCC community events, outreach activities, fundraising efforts, and public-relations initiatives.
• Work collaboratively with LTCC staff to support organization-wide initiatives and maintain effective internal communication.
• Follow all LTCC policies, procedures, confidentiality requirements, financial controls, and standards of professional conduct.
• Perform other duties as assigned that are consistent with the purpose and responsibilities of the position.

Required Qualifications

• High school diploma or GED equivalent.
• At least 1 to 2 years of administrative, office management, or customer/client service experience.
• Bilingual and bicultural proficiency in English and Spanish, with the ability to communicate effectively with diverse community members, partners, and staff.
• Strong office management skills and proficiency with Google Workspace (Gmail, Google Calendar, Google Docs, Google Sheets, Google Drive) and Microsoft Office Suite.
• Excellent written, oral communication, and interpersonal skills.
• Knowledge of local communities and community resources in Flint and Genesee County.
• Ability to handle confidential and sensitive information with discretion.
• Flexibility to work within the center's operating hours, including occasional evenings or Saturdays as needed for events or program coverage.

Preferred Qualifications

• Associate or bachelor’s degree in business administration, office management, communications, social services, or a related field.
• 2+ years of administrative experience in a non-profit or community-based organization.
• Demonstrated experience with community outreach, multi-cultural education, and community collaboration.

Knowledge, Skills, and Abilities

The successful candidate should demonstrate:

• High enthusiasm for community education and LTCC’s mission.
• Strong organizational, scheduling, multi-tasking, and time-management skills.
• Careful attention to detail and accuracy in data entry and filing.
• Sound judgment, patience, professionalism, and discretion when interacting with community members.
• Ability to work effectively both independently and as part of a collaborative team.
• Ability to respond calmly and professionally to busy office traffic and routine service concerns.

Physical Requirements

The physical requirements described below are representative of those necessary to perform the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

While performing the duties of this position, the employee is regularly required to communicate with others, use a computer, and remain in a stationary position for periods of time. The employee is frequently required to stand, walk, reach, and use their hands to handle documents, equipment, and training materials. The position may occasionally require bending, kneeling, climbing stairs, and lifting or moving materials weighing up to 25 pounds.

Work Environment

This position is primarily performed in an office, classroom, community center, or community-service setting with a generally moderate noise level. The position involves frequent telephone, email, virtual, and in-person communication with clients, interpreters, translators, instructors, training participants, and community partners.

The employee may occasionally travel locally to client locations, training sites, meetings, outreach activities, or community events. Some evening or weekend work may be required depending on service requests, training schedules, and organizational events.

Equal Employment Opportunity and Accommodations

LTCC is committed to providing equal employment opportunities and maintaining an inclusive workplace. Reasonable accommodations may be provided to qualified individuals with disabilities to support the performance of essential job functions.