Administrative Assistant

Job Description

Administrative Assistant

Commonwealth Community Trust (CCT) is a growing nonprofit organization that administers pooled special needs trusts for people who are vulnerable or have a disability. Our staff provides the highest quality of service that is based on best practices and a code of ethics. This is an opportunity to feel a sense of pride in fulfilling our mission.  

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The primary responsibilities of the Administrative Assistant will be to provide front line communications to outside callers and provide general administrative support to the Client Services team. Callers range from a wide array of professionals to our special needs’ beneficiaries and their family members. 

This position requires effective communication skills, strong attention to detail, the ability to manage multiple tasks, and a personable, patient, and professional disposition. 

Reports directly to the Client Services Manager. 

A Full-time, hourly, and non-exempt position. (Business hours are Monday – Friday, 9am-5pm)

Essential Responsibilities

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• Provide front-line phone coverage: answer calls, assist clients or direct callers to the appropriate staff, and provide follow-up customer service in a prompt and thorough manner.
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• Provide administrative support to the Client Services Team.
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• Maintain digital files and databases: add or update contact information in the database for current or prospective clients or professionals; generate correspondence and maintain information in the paperless document management system.
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• Assist with the processing of payment requests. Enter transaction records, verify, match, and total receipts, when needed, and submit to Reviewers. Serve as Reviewer for routine recurring requests, as needed.
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• Manage office workflow: process incoming mail and faxes and direct to the appropriate staff, order office supplies as needed, make copies, scan documents, and coordinate with external vendors (e.g., courier, recycling, shredding).
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• Mail: pick up mail from PO box, drop off letters and packages to be mailed at the post office, and mail prepared letters and packets with enclosures.
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• Customer service: Communicate with clients regarding payment requests, changes to demographic information, outstanding checks, and sometimes, just listen.
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• Notarize documents in accordance with the statutory laws and administrative rules that apply to notaries public in the Commonwealth of Virginia.
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• Backup to the other Administrative Assistants.
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Knowledge/Skills/Abilities

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• Ability to communicate professionally in writing, on the telephone, and in person.
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• Ability to function effectively as part of a team, working collegially and professionally.
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• Ability to handle and maintain confidential information.
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• Excellent customer service and interpersonal skills.
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• Good organizational and time management skills (able to manage multiple tasks concurrently, adapt to changing priorities, and meet deadlines).
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• Strong computer skills including Microsoft Office Suite (Word, Outlook, PowerPoint), Microsoft Teams, and Monday.com.
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• Excellent writing skills with attention to detail for narrative text (spelling, punctuation, etc.) and the presentation of data and information.
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• Strong critical thinking and problem-solving skills.
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• Basic online research skills.
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Level of Education & Work Experience

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• B.S./B.A. degree, 1-3 years of relevant work experience.
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• Experience using Microsoft Office, including Word, Excel, PowerPoint, and Outlook and ability to learn new software.
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• Any experience with the special needs community is a plus.
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Salary and Benefits

The salary for this position will be based on experience. CCT offers vacation and paid time off, a health benefit, short-term and long-term disability, life insurance, and a 403(b)-retirement plan. CCT is an equal opportunity employer.

About Commonwealth Community Trust (CCT)

Commonwealth Community Trust (CCT) is a 501(c)(3) nonprofit organization that administers affordable and efficient Pooled Special Needs Trusts. Founded in 1990, CCT has grown to serve more than 2,000 beneficiaries throughout the United States. Our staff enjoy a supportive, welcoming, and cohesive work environment.