ADMINISTRATIVE ASSISTANT at Saint Dominic's Family Services

Saint Dominic's Family Services is an Equal Opportunity Employer (Minorities/Females/Disabled/Veterans). To read more about this, view the EEO is the Law poster and this EEO is the Law Poster Supplement

Start Over with Job Search

Returning Applicant? Login Now

ADMINISTRATIVE ASSISTANT

Full Time/Part Time Regular Full Time Total Hours Per Week 35 From Salary To Salary

Job Summary

The Administrative Assistant provides comprehensive administrative and operational support to the Senior Vice President of Enhanced Family Foster Care (EFFC) and the EFFC leadership team. This position is responsible for coordinating office operations, onboarding activities, departmental communications, record management, training coordination, purchasing, invoice processing, facility coordination, and administrative projects to support the efficient operation of the EFFC Program. The Administrative Assistant serves as a central resource for department staff while ensuring compliance with agency policies and maintaining accurate records and documentation.

Duties & Responsibilities

Participate in and take minutes for both internal meetings and meetings with external parties as needed. Maintain confidentiality of employee, client, and agency information in accordance with agency policy and applicable regulations. Schedule meetings, prepare and distribute the agenda and handouts and prepare minutes’ notes for distribution as needed. Schedule and coordinate interviews for new staff as needed. Prepare and distribute written and electronic materials internally and to external parties, as needed. Provide general administrative support, including Photocopying, scanning, and faxing documents, Sending/responding to emails, Answering phones calls/directing calls as needed, Maintaining calendars and schedules for EFFC program staff, Tracking documents, deadlines, and due dates, and providing timely notifications, Compiling and maintaining statistical data and reports, Organizing, filing, and maintaining paper and electronic records. Maintain compliance record of staff training and follow up to ensure compliance. Maintain a training calendar for workshops, training, etc. Responsible for signing up staff as needed. Coordinate staff travel as needed. Assist In the development/updating of the EFFC Department policies and procedures. Maintain spreadsheets as needed for program organization. Liaise with the landlord/building management, maintenance/facilities, security and technical staff as needed to maintain the office. Address maintenance issues with equipment/office supplies and schedule service appointments/follow up as needed. Coordinate onboarding activities for new employees, including computer access, cell phones, key fobs, identification badges, office equipment, and other required resources. Follow up on driver’s license clearances for program staff to drive the agency vehicles. Prepare and distribute both outgoing and incoming mail. Monitor the supplies for the office, maintain organization of the supply room and re-order office supplies as needed through the agency’s authorized contractor. Keep staff informed of office changes, new policies or procedures. Provide front desk coverage as needed. Create, track and ensure completion of PEX and check requests for the program. Ensure all receipts are uploaded to the PEX tracking system. Manage the receipts for and reconcile the petty cash, gas cards, PEX cards and credit cards for the program. Process Kidstuff requests and ensure invoices submitted for payment with required documentation. Prepare and process purchase requests, invoices, and expense reimbursements through Concur in accordance with agency procedures Coordinate agency vehicle assignments, maintain vehicle records, and manage gas cards for the department. Coordinate food orders and related logistics for departmental meetings, trainings, and special events. Responsible for maintaining the filing room including Organization of the room, filing of documents, creating new records, closing records, pulling files as needed for staff/audits. Other duties as assigned by SVP of EFFC. Flexible schedule.

Education & Experience

High school diploma or equivalent required. Minimum of one (1) year of progressively responsible administrative support experience required. Strong proficiency in Microsoft Office applications required.

Physical Requirements

Regularly required to communicate effectively with employees, clients, vendors, and external stakeholders. Frequently required to stand, use mobility, reach, and use hands to operate standard office equipment. Occasionally required to sit, stoop, kneel, crouch, or bend. Frequent use of computers, telephones, printers, scanners, copiers, and other standard office equipment. Must be able to occasionally lift and/or move up to 25 pounds