Administrative Assistant Resident Services

Job Description

Job Description

SUMMARY: This position requires CRM experience for data management. This role provides essential administrative, and programming support to ensure efficient daily operations and effective service delivery, coordinates schedules, maintains accurate records, and supports reporting, outreach, and program activities. The position requires strong organizational skills, attention to detail, and the ability to handle sensitive information with confidentiality. Working collaboratively with staff and community partners, the Administrative Assistant contributes to operational efficiency, data integrity, and the overall success of resident services programs.

 

DUTIES AND RESPONSIBILITIES:

Administrative

• Coordinate and schedule meetings, conferences, and community programs.
  
• Maintain and update program materials, including manuals, guides, and the community resource database, in accordance with established protocols.
• Conduct research on local agencies to identify partnership opportunities and enhance service utilization.
• Support program planning, resource coordination, and engagement with community partners and service providers.
• Generate reports and compile data to support program evaluation and decision-making.
• Track and report on program outcomes and participant data to ensure accurate documentation and analysis.
• Handle sensitive information in compliance with data security and confidentiality standards.

Database & Record Keeping 

• Maintain and update CRM platform.
• Assist with transitioning records from physical to digital formats.
• Support data migration and verify accuracy and completeness of records.
• Utilize data systems to ensure efficient and accurate data entry.
• Follow established policies to ensure compliance and maintain data integrity.
• Collaborate with team members to review data and report discrepancies to the Resident Services Manager.
• Support database training for staff, including onboarding and ongoing guidance on best practices.

Other

• Travel between multiple OINC locations as needed.
• Participate in required staff meetings and training sessions.
• Perform additional duties as assigned by the Resident Services Manager. 

SUPERVISORY ROLE:

This position does not have supervisory responsibilities.

REQUIREMENTS AND SKILLS:

• Associates degree (AS) from an accredited school in Office Administration or a related field.
• Minimum oft wo (2) years of recordkeeping and other administrative duties experience.
• Ability to pass level II background check fingerprinting.
• Required strong computer skills: Microsoft Office Suite.
• Occasional evening and weekend hours are required.
• Good knowledge of database systems.
• Fast and efficient typing/data entry skills.
• Ability to handle confidential information with discretion and professionalism.

• Other skills required: 

• Ability to learn and use other software programs and applications needed.
• Ability to write and edit work for spelling and grammar. 
• Ability to read and interpret written information.
• Ability to speak clearly and persuasively in positive or negative situations, to listen and get clarification, and to perform group presentations.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

• Continually required to talk, hear, and observe.
• Continually required to use the telephone and standard office equipment such as computers, copiers, and fax.
• Frequently required to stand, walk, and sit.
• Frequently required to utilize hand and finger dexterity.
• Frequently exposed to outside weather conditions.
• Occasionally required to bend, stoop, or kneel.
• While performing the duties of this job, the noise level in the work environment is usually moderate to loud. 
• The employee must occasionally lift and/or move more than forty (40) pounds. 
• The employee must maintain regular hours at the ONIC premises or at any other prescribed place of work. 
• Reliable transportation is required to travel to various locations. When operating a vehicle, a current Driver’s License and proof of motor vehicle liability insurance are required. 
• May be required to attend occasional evening or weekend events.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities, or physical requirements. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

In person position. Monday - Friday 10:00 am to 7:00 pm.
Full-time, 40 hours/week.