ADMINISTRATIVE ASSISTANT

Description

JOB SUMMARY

This full-time at-will position provides administrative and operational support to executive management and all Community Services Programs, ensuring smooth and efficient departmental functioning. The role involves managing data entry, coordinating communications, and maintaining essential informational resources. This position serves as an important point of contact for clients, staff, and community partners, supporting program activities and agency-wide initiatives.

ESSENTIAL DUTIES

1. Serve as the main point of contact for clients by coordinating inquiries, directing services appropriately, and overseeing daily office operations.
2. Provide day-to-day administrative and office support to the department to help ensure smooth and efficient operations.
3. Oversee and perform accurate data entry for Community Services Programs, maintaining data integrity and compliance with reporting standards.
4. Respond to and document incoming information and referral calls for clients under age 60, ensuring timely and appropriate assistance.
5. Enter program and service reports into the designated database in accordance with established procedures.
6. Maintain and update departmental informational resources to ensure accessibility and accuracy.
7. Schedule meetings and assist in preparing agendas, materials, and logistics to support effective meeting operations.
8. Attend required meetings and training sessions to stay informed.
9. Monitor and track quality assurance responses to support ongoing program evaluation and improvement.
10. Assist in compiling and developing the agency’s annual reports by gathering data, organizing content, and coordinating documentation.
11. Other duties may be assigned and/or requested from time to time in fulfillment of the agency’s mission.

RESPONSIBILITIES

The position is responsible to maintain the client database and mailing lists, as well as performing accurate data entry, filing, faxing, typing, copying, and proofreading tasks. The position supports the Community Services Advisory Council by preparing meeting materials, setting up meeting spaces, and taking minutes. The role also manages departmental mail, orders supplies and equipment, and ensures informational resources and forms are kept up to date. Additionally, the position assists with departmental newsletters and contributes to dashboard and strategic plan reporting.

Requirements

EDUCATION AND/OR EXPERIENCE REQUIREMENTS

• High School Diploma and/or GED required.
• Associate’s degree in business, computers or related field is preferred.  
• Related experience may account for education.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

• Strong computer, research, and technical skills, including advanced proficiency in Microsoft programs and the ability to use telephone, fax, and other office equipment effectively.
• Excellent written, verbal, and interpersonal communication skills, with the ability to work professionally and maintain confidentiality when handling sensitive information.
• Strong organizational abilities, including managing large amounts of information, maintaining accurate records and reports, and completing tasks in a timely and efficient manner.
• Ability to work independently as a self-starter, follow instructions and guidelines, and understand how assigned duties support departmental and agency goals.

DIFFICULTY OF WORK 

Work may involve managing multiple tasks simultaneously while maintaining accuracy and meeting deadlines. The role requires strong attention to detail and the ability to follow established procedures in a fast-paced environment. Because the position interacts with clients and community partners, it also demands professionalism, discretion, and the ability to adapt to varying needs and situations.

PERSONAL WORK RELATIONSHIPS

• With REAL Services employees
• With REAL Services’ clients

WORKING CONDITIONS AND PHYSICAL DEMANDS

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is usually seated, standing, or walking at will in a typical office setting.

CONDITIONS OF EMPLOYMENT

• Successful candidate must submit to a pre-employment drug screening, limited criminal history check, driver check and National Sex Offender Registry check, SAM and OIG exclusion screenings. Must pass and maintain compliance with the agency’s background check policy.  
• Proof of educational credentials is required at employment.
• Valid driver's license and a dependable vehicle required.
• Must meet the Agency’s required car insurance coverage level at employment and maintain it throughout the duration of employment (Liability Coverage: $100,000/$300,000/$100,000). 
• Password protected internet access of good quality to perform the essential duties.
• This position has a 90-day probationary period.