Department: Wildcat Operations
Reports To: Manager of Operations
FLSA Status: Non-Exempt
Classification: Full-Time
Wage/Salary: $23 to $25 per hour
Wildcat is seeking a highly organized Administrative Specialist to support the Manager of Operations and Senior Director. This position is vital to the effective operation of Wildcat-managed sites and includes responsibilities such as payroll and billing administration, calendar and meeting management, handling office communications, ordering supplies, and overseeing general administrative functions. The Administrative Specialist also ensures the timely processing of paperwork, manages data and metrics, and provides strong communication with internal and external stakeholders.
What You’ll DoSupport the day-to-day administrative needs of the Senior Director and Manager of Operations.
Handle payroll entry and timesheet collection, along with billing reviews and submissions.
Communicate and coordinate with internal departments, vendors, and external partners.
Manage supplies, track expenses, generate operational reports, and maintain documentation.
Respond to employee and client inquiries, ensuring clear and professional communication.
Conduct research, compile data, and prepare reports and presentation materials.
Type, file, photocopy, create forms, and maintain records as needed.
Maintain phone and email communication, taking and forwarding messages.
Schedule meetings and coordinate logistics, including location, purpose, and attendance.
Enter payroll, track attendance, and ensure timely and accurate timesheet collection.
Prepare and submit monthly billing statements, contractual invoices, and adjustments.
Assist employees with bi-weekly payroll questions and concerns.
Maintain spreadsheets tracking key metrics for attendance and field operations.
Monitor and track departmental expenses for monthly budget reviews.
Communicate with the Business Solutions Manager/Director of Production for supplies and payroll issues.
Ensure a smooth flow of information between satellite customer sites and Fedcap offices.
Coordinate with Fedcap and partners regarding operational updates and expectations.
Prepare and manage job requisitions via the ADP RM system, ensuring accuracy.
Maintain administrative files and update operational documents.
Provide customer service to internal staff and stakeholders.
Perform other duties as assigned by leadership.
Preferred: College degree in Business Administration or equivalent.
Required: Five (5) years of office experience, including two (2) years in a supervisory or high-responsibility administrative role.
An equivalent combination of education and experience will be considered.
Strong computer skills, including Microsoft Office Suite.
Excellent communication skills—verbal and written.
Ability to handle confidential information with discretion.
High attention to detail and accuracy.
Strong customer service and interpersonal skills across all levels of the organization.
Capable of developing, maintaining, and updating reports and operational documents.
At Wildcat, we are committed to helping individuals overcome employment barriers and transition into meaningful work. We operate with integrity, purpose, and a commitment to community impact. Our team values collaboration, transparency, and a strong work ethic to support those we serve and one another.
Work EnvironmentThis role operates in a professional office setting and may require the use of standard office equipment such as computers, phones, printers, and filing systems. Reasonable accommodations will be made to enable individuals with disabilities to perform essential job functions.
Equal Opportunity EmployerAbout Us Mission: To create opportunities for individuals with barriers to achieve economic well-being.Wildcat Service Corporation was founded in July 1972 by visionary social entrepreneur, Herb Sturz. It was the first organization in the United States to design and implement a transitional work program for unemployed persons with criminal convictions. Transitional employment helps individuals with barriers to employment acquire the habits, demeanor and experience necessary to work in the private or public sectors. Each year Wildcat helps thousands of individuals transition successfully from incarceration to their community so they can find jobs, build careers, and receive the training and guidance necessary for economic well-being.
Wildcat joined The Fedcap Group in 2011.
Website: www.wildcatny.org
Skills Required
- Five (5) years of office experience, including two (2) years in a supervisory or high-responsibility administrative role.
- College degree in Business Administration or equivalent.
- Strong computer skills, including Microsoft Office Suite.
- Excellent verbal and written communication skills.
- Ability to handle confidential information with discretion.
- High attention to detail and accuracy.
- Strong customer service and interpersonal skills across all levels of the organization.
- Capable of developing, maintaining, and updating reports and operational documents.
- Experience with payroll entry, timesheet collection, and billing processes.
- Experience using the ADP RM system for job requisitions and related HR/payroll tasks.
What We Do
Fedcap Apex Acquisition LLC is an entity formed by The Fedcap Group, a nonprofit dedicated to advancing economic well-being through education and workforce development, to acquire Apex Technical School, which provides vocational training in skilled trades.
