Administrative Assistant

Position Summary

The Administrative Assistant contributes to the overall success of the organization by effectively coordinating administrative processes and records, scheduling, event planning, communications, and assisting with basic accounting functions. This is a hybrid role.

Key Responsibilities

Office Administration

• • Develop, maintain, and document administrative processes
  • Route calls to appropriate staff members
  • Maintain accurate records and filing systems, both electronic and physical
  • Oversee the CIYJ calendar and scheduling systems
  • Manage office supplies and equipment inventory
  • Order office supplies and equipment as needed

Scheduling and Coordination

• • Schedule and coordinate logistics for all meetings, trainings, and events
  • Assist in planning and executing organizational events including Agency Coordinators Training
  • Manage complex calendars and meeting logistics

Basic Accounting Functions

Accounts Receivable

• • Send invoices to participants via email and mail
  • Maintain comprehensive databases for all participant invoice tracking by monthly, quarterly, bi-annual, and annual submissions

Accounts Payable

• • Maintain precise records of vendor payments
  • Responsible for paying and tracking all invoices
  • Process employee and coach travel reimbursements

Yearly Audit Support

• • Assist the Controller in preparation for the annual audit
  • Pull and scan documentation as required for auditors

Contract Management

• • Work in conjunction with the Controller regarding changes and updates to all contracts
  • Maintain database for all participant contracts, tracking renewals and non-renewals
  • Manage participant contracts and coach contracts
  • Collaborate with Controller on special projects as they arise

Communications and Administrative Support

• • Handle coordination of internal and committee meetings
  • Provide board and committee support including:
  • Assisting in preparing agendas and minutes
  • Coordinating follow-up actions
  • Draft correspondence as needed
  • Manage organizational mailings and communications

Qualifications

• • Associate or bachelor’s degree required
  • Previous administrative assistant or related professional experience
  • Experience with office administration and coordination functions
  • Experience managing budgets and expenses

Skills and Competencies

Communication Skills:

Excellent verbal and written communication are crucial for interacting with colleagues, clients, and vendors. Active listening is also important.

Computer Proficiency:

Familiarity with standard office software like Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is essential. Experience with specific software used by the company (e.g., CRM, project management tools) may also be required.

Organizational Skills:

The ability to manage multiple tasks, prioritize effectively, and maintain a well-organized workspace is vital.

Time Management:

Being able to manage time effectively, meet deadlines, and work efficiently under pressure is crucial.

Attention to Detail:

Accuracy in data entry, record keeping, and other tasks is important to avoid errors and maintain quality.

Adaptability:

Administrative assistants often need to adjust to changing priorities and learn new systems or procedures quickly.

Interpersonal Skills:

Building positive relationships with colleagues and clients is essential for creating a productive work environment.

Problem-Solving:

Being able to identify and resolve issues efficiently is a valuable asset.

Customer Service:

Providing excellent support to internal and external stakeholders is a key aspect of the role.

Professionalism:

Maintaining a professional demeanor and handling sensitive information with discretion is important.

Requested Documents

• • Cover Letter indicating your particular interest, qualifications, and experience
  • Current Resume
  • 3 References

Benefits and Compensation

$50,000-$58,000 annually