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Job Title:
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Administrative Assistant II
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Pay Grade:
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9 classified
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Reports To:
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Director of Afterschool and Community Affairs
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Days/Months:
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230 days
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Department:
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Afterschool and Community Affairs
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Classification:
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Non-Exempt
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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