Administrative Assistant

Homefull•Dayton, OH

11d

About The Position

The Administrative Assistant provides comprehensive administrative and operational support to ensure the efficient functioning of the office environment. This role supports Homefull’s HQ front desk, the HQ office, procurement coordination, and administrative functions across Human Resources, Finance, and program operations. The Administrative Assistant plays a key role in maintaining a professional, organized, and welcoming workplace while supporting internal teams and agency-wide processes. This position ensures smooth day-to-day administrative operations by supporting front desk coverage, maintaining office organization, coordinating supply procurement, and assisting HR, Finance, and program teams with administrative processes including Medicaid billing support.

Requirements

High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred
Minimum of 2 years of administrative or office support experience
Strong organizational and time management skills
Attention to detail
Ability to manage multiple tasks simultaneously
Strong communication and customer service skills
Ability to maintain confidentiality
Proficiency with basic computer applications including Word, Excel, and email
Ability to work collaboratively across departments
Reliability and consistency in task completion
Valid driver’s license may be required depending on agency needs
Ability to pass required background checks and meet agency hiring requirements

Nice To Haves

Experience supporting HR, Finance, or operations functions preferred
Experience working with database systems (e.g., ADP, Yardi, or similar) preferred

Responsibilities

Provide coverage at the front desk as needed, including greeting visitors, answering phones, and directing inquiries appropriately
Maintain a professional, welcoming, and organized front office environment
Assist with office coordination including prep for special events and assisting the flow in the building
Organize and maintain office supply storage areas to ensure accessibility and efficiency
Monitor inventory levels and create a monthly procurement list for office needs
Maintain cleanliness and organization of shared office spaces, including regularly cleaning out staff refrigerators
Assist with mail distribution/collection and deliveries of packages to departments
Initiate and track reference checks for candidates during the hiring process in coordination with HR team
Coordinate interview appointments
Assist HR team with maintaining employee documentation within personnel records
Assist with timecard review and follow-up to ensure accuracy and timely submission
Provide general administrative support to HR functions as needed
Assist with mailing checks and handling outgoing financial correspondence
Enter financial and program-related data into systems such as Yardi for property management/rent payment functions
Support Finance team with administrative and clerical tasks as assigned
Assist with Medicaid billing processes, including pulling reports, data entry and documentation support
Ensure accuracy and completeness of billing-related documentation to minimize any denials or rejections
Coordinate with program staff to gather necessary information for billing, including resubmitting as needed
Assist with admin tasks for Senior Farmers Market Nutrition Program
Assist with events at HQ including some weekends and/or after hours
Assist with tasks for prepping for fundraising events, set up, and clean up
Represent Homefull in a professional manner at all times
Maintain a flexible schedule to meet organizational needs
Participate in meetings, trainings, and agency initiatives as required
Support continuous improvement of administrative systems and processes
Complete other duties as assigned