PRIMARY PURPOSE:

The Administrative Assistant provides essential support to ensure efficient operation of the office. This role is responsible for a variety of tasks related to organization, communication, and administration. The ideal candidate will have excellent organizational skills, attention to detail, and the ability to multitask in a fast-paced environment.

MINIMUM QUALIFICATIONS:

• High school diploma or equivalent (Bachelor's degree preferred).
• 1-2 years of experience in an administrative or office support role.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office equipment.
• Strong written and verbal communication skills.
• Excellent organizational and multitasking abilities.
• Attention to detail and problem-solving skills.
• Ability to work independently and as part of a team 

KEY RESPONSIBILITIES:

• Office Support: Assist with daily office operations, ensuring smooth administrative processes; maintain a neat and orderly work location.
• Communication: Handle incoming calls, emails, and correspondence; route information to the appropriate personnel.
• Scheduling/Meeting Support: Coordinate appointments, meetings, and events including scheduling facilities, preparing agendas, and notifying participants; prepare meeting materials, take minutes, and follow up on action items; attend meetings as needed.
• Document Management: Prepare and process various forms, reports, memos and letters as assigned; maintain and organize files, records, and important documents (both physical and electronic).
• Data Entry: Input and update data in company databases and systems (Cayen/TransAct, NextGen, Infinitie Campus) as needed for procurement, special reports and evaluation.
• Bookkeeping: Enter requisitions and process purchase orders; place orders to secure supplies, equipment and services needed for the program; complete expenditure reports for the 21st CCLC grant and tuition-based programs.
• Inventory Management: Maintain a sufficient inventory of equipment and supplies for afterschool staff members and Program Director, and receive and disburse materials as required.
• Payroll: Complete monthly program payroll ensuring adherence to critical deadlines.
• Travel Arrangements: Book travel and accommodations for staff members, including itineraries and expense reports.
• Customer Service: Greet visitors and provide assistance in a polite and professional manner, answering questions or directing them to appropriate department or staff member.
• Project Assistance: Support special projects, research tasks, public relations and ad hoc duties as assigned by management

 Click to View Salary Schedule: NCSS Salary Schedules