About the Role
JOB SUMMARY:
The Administrative Support position requires strong organizational skills, attention to detail, and a strong sense of professionalism. Knowledge of Microsoft 365 programs and basic computer operations is a plus. You will also work closely with program coordinators, and other staff to support various projects and programs, collaborating with multiple systems and partner agencies. Strong office skills and the ability to work independently and as part of a team are required. Strategic thinking and a willingness to learn new skills and technology are also essential for success in this position. This position will be a full- time, on-site office position.
RESPONSIBILITIES:
• Provide administrative support for efficient office operations, including electronic and paper filing systems and maintenance.
• Manage communication channels: answer calls, respond to emails, and draft/edit documents.
• Input and update information in databases and spreadsheets.
• Manage memberships, inventory, and school contracts.
• Assist with in-kind contributions tracking, keeping spreadsheet up to date for reporting purposes.
• Coordinate meetings- secure locations, caterer services, prepare agendas, act as event receptionist, take minutes.
• Collect and review time sheets from employees, ensuring completeness and accuracy.
• Verify and reconcile time sheet data with attendance records, PTO request, and other relevant documentation.
• Process time sheets accurately and in a timely manner, adhering to established deadlines.
• Investigate and resolve any discrepancies or issues related to time sheets or payroll calculations.
• Provide administrative support to the Executive Director, and program supervisors, including managing
correspondence, drafting reports, and organizing documents.
• Ensure office equipment is operational and supplies are stocked.
• Facilitate new employee onboarding and termination processes.
• Maintain confidentiality and security of sensitive information.
• Adapt to changing priorities, meet deadlines, and support colleagues as needed.
• Present a positive and professional image for the organization.
• Perform other assigned duties as needed.
MINIMUM QUALIFICATION, EDUCATION AND EXPERIENCE:
• Diploma
• Minimum 3 years relative experience
KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:
• Proficient knowledge of business English, spelling, and grammar.
• Comprehensive understanding of agency programs, policies, and procedures.
• Familiarity with office procedures, and equipment.
• Capability to comprehend and adhere to complex oral and written instructions.
• Effective communication skills, both orally and in writing.
• Capacity to make decisions aligned with Collaborative practices.
• Efficient organizational skills to prioritize tasks and meet deadlines.
• Proficiency in maintaining complex records and preparing detailed reports.
• Ability to type difficult reports and letters at a satisfactory rate.
• Skill in establishing and sustaining effective working relationships with other employees and the public.
PERSONAL QUALITIES:
• Adaptable and able to respond quickly and positively to dynamic situations.
• Detail-oriented, organized, and self-motivated.
• Ability to motivate and energize others.
• Sensitivity and interest in working with diverse populations.
• Energy, assertiveness, initiative, creativity, and willingness to try new approaches and techniques.
• Enjoys working as a team player in a team environment.