Administrative Assistant

POSITION SUMMARY

The Administrative Assistant serves as the first point of contact for the organization and provides essential support for daily office operations and administrative functions. This position manages front-office operations, coordinates communications, maintains records, and supports internal processes to ensure the organization functions efficiently.

The Administrative Assistant welcomes and assists visitors, clients, caregivers, and staff, while providing administrative, financial, and operational support across the organization. This role requires exceptional organizational skills, attention to detail, initiative, and the ability to manage multiple priorities in a fast-paced environment.

ESSENTIAL JOB DUTIES

Front Office & Customer Service

Answer and manage incoming calls, direct calls, and take messages.

Welcome visitors and direct them appropriately.

Provide information and resources to clients, visitors, and callers.

Operate and manage the multi-line phone system.

Administration & Office Operations

Process all incoming and outgoing mail.

Perform administrative support duties such as filing, data entry, printing, scanning, faxing, and document preparation.

Manage conference room schedules and update organizational calendars.

Maintain organized electronic and physical records.

Maintain office supplies, brochures, books, and library materials.

Coordinate with vendors and service providers regarding office supplies, equipment, maintenance, and service needs.

Provide administrative support to leadership and assist with special projects as assigned.

Human Resources & Staff Support

Coordinate onboarding for new employees and offboarding for departing employees.

Maintain personnel records, including employee files, anniversaries, and PARs.

Finance Department Support

Assist with billing, monitoring incoming funds, issuing receipts, recording receivables, and making deposits.

Assist with accounts payable processing, including coding invoices, preparing payments, and maintaining vendor records.

Serve as backup support for payroll processing in QuickBooks during absences or periods of high workload.

Assist with routine QuickBooks data entry and administrative accounting tasks as assigned.

Assist with account reconciliations and related documentation.

Maintain confidentiality of financial and payroll information.

Donor Support

Maintain and update the donor database.

Prepare and mail acknowledgment letters for donations received.

Support donor communications and administrative fundraising activities as assigned.

Meetings & Events Coordination

Attend Board of Directors meetings, take detailed notes, and prepare meeting minutes for review.

Assist with planning and coordinating meetings, events, and internal activities, including monthly potlucks and staff gatherings.

Program Support

Assist the Resource Specialist with client intake processes as needed.

Facilities & Office Environment

Maintain clean, organized, and welcoming common areas, including the kitchen, reception area, conference rooms, and library.

Operate, troubleshoot, and maintain copiers and office equipment.

Create a welcoming and engaging office environment through seasonal and holiday decorating.

Additional Responsibilities

Promote the Agency’s mission, goals, and programs.

Understand and comply with all agency policies and procedures.

Maintain confidentiality in accordance with agency policy and applicable laws.

Attend and participate in meetings and training as assigned.

Perform other work-related duties as assigned.