Administrative Assistant-Webb Road

Goodwill Industries•Wichita, KS

6h•Onsite

About The Position

For more than 60 years, Goodwill Industries of Kansas has been a trusted resource and advocate for people with disabilities and barriers to employment. At Goodwill Industries of Kansas, our mission is to transform lives and communities through the power of education, training and employment. Our vision is to be the leading resource for individuals seeking their fullest potential. We are seeking an Administrative Assistant to support our Corporate Office through coordinated administrative operations, strong document management, and effective interdepartmental communication. The Administrative Assistant plays a critical role in ensuring administrative continuity, document integrity, and organizational compliance across all departments. This role oversees organizational document control and standard operating procedure (SOP) systems, manages records to support accreditation standards, and supports day-to-day internal administrative operations such as mail distribution, supply ordering, and interdepartmental communications. The position ensures professional documentation and consistent administrative execution.

Requirements

A high school diploma is required.
A minimum of three years of experience in administrative support, records management, or operational coordination is required.
Provide a warm and welcoming first impression to all building visitors, exemplifying a customer-first mindset.
Display exceptional telephone diplomacy, maintaining professionalism and calm under pressure while handling every inquiry—including repetitive or nuisance callers—using sound judgment to de-escalate challenges, enforce boundaries, and follow established protocols for documenting and escalating inappropriate calls.
Customer service, planning, coordination, and documentation skills.
High level of proficiency in Microsoft Office Suite applications, particularly TEAMS, Word, Excel, Outlook, OneDrive and SharePoint.
Familiarity with document control systems and versioning best practices.
Ability to communicate clearly and effectively in both written and verbal formats.
Sound judgment, discretion, and the ability to maintain confidentiality when handling sensitive information.

Nice To Haves

Preference given to candidates who hold an associate degree in business administration, organizational leadership, or a related field.
Experience working within ISO, CARF, or other accreditation frameworks is preferred.
Prior experience supporting executive-level staff and managing documentation across multiple departments is preferred.
Familiarity with phone queue software and other administrative systems is considered a plus.

Responsibilities

Represent Goodwill’s values and mission to internal and external stakeholders.
Organize and track applicable departmental records.
Assist with projects and initiatives as assigned.
Maintain conference room calendars, including scheduling support, conflict resolution, and maintenance of room/resource details.
Serve as system administrator for SOPs, forms, and controlled documents; manage version control, approval workflows, archiving, and user permissions in alignment with accreditation standards.
Provide Learning Management System (LMS) administrative support, including learner and course enrollment, roster management, standard reporting (completion/attendance), manual completion updates, and basic login/access troubleshooting.
Support leadership with data compilation, reporting, and presentation development for accreditation, quality, risk, and other committees, as requested.
Coordinate and process incoming and outgoing mail and shipments, including certified/bulk mailings and internal transfers, in accordance with established procedures.
Order, stock, and maintain office, breakroom, and meeting supplies to support daily operations.
Support administration of the phone queue system (e.g., routing, greetings, holiday schedules, and on-call procedures) by coordinating updates with IT and maintaining current documentation.
Answer high-volume incoming calls, screen inquiries, and route callers to the appropriate staff member or department using established protocols.
Greet and assist walk-in guests; notify and coordinate with departments to ensure timely support, appropriate access, and a professional visitor experience.
Receive and triage incoming complaints and service concerns; document key details, de-escalate when appropriate, and route issues to the appropriate leader or department for resolution.
Assist with Administrative Department projects and initiatives, as assigned, including coordination, documentation, and follow-up.
Maintain strict confidentiality and exercise discretion when handling sensitive information, calls, complaints, and in-person interactions.
Prepare, proofread, and format professional documents, correspondence, and reports as requested.
Operate office equipment (e.g., copier, postage meter) and coordinate service or supply replenishment as needed.
Coordinate the vehicle check-out process, including maintaining usage logs and scheduling routine maintenance as needed.
Prepare and send monthly employee birthday cards in accordance with established processes and timelines.
Maintain a clean, organized, and professional reception and front office area.
Follow safety policies, participate in required drills and trainings, and report hazards or violations promptly.
Support Goodwill’s mission and values; promote inclusive, customer-focused service.
Perform additional administrative duties as assigned.
Collect, index, and file program data from multiple departments; verify completeness and escalate discrepancies.
Manage the annual SOP review cycle by generating review lists, sending reminders, tracking revisions, and publishing approved updates.
Coordinate mass mailings by building mailing lists, completing mail merges, overseeing printing and assembly, and preparing required postal documentation.
Reconcile monthly postage meter and courier invoices; code charges to the appropriate cost centers and submit to Accounts Payable.
Reconcile monthly supply orders; code charges to the appropriate cost centers and submit to Accounts Payable.
Maintain a professional front workspace and keep reception backup instructions and emergency contact information current.
Receive and sign for deliveries, verify packing slips, route materials to requesters, and document and report issues (damage, shortages) to initiate claims.
Comply with Goodwill policies and procedures, including confidentiality, ethics, safety, and accessibility requirements; report concerns promptly.
Participate in required trainings and support departmental and organizational projects as needed.
Stay current on applicable accreditation requirements and recommend improvements to document control processes as appropriate.
Other duties as assigned.

Benefits

Medical and Prescription Plan - available first of month following employment
Paytient Medical Assistance Plan - available first of month following employment
Dental Plan with Ortho Option - available first of month following employment
Vision Care Plan - available first of month following employment
Flexible Spending Accounts - available first of month following employment
Group Life and AD&D - available first of month following employment
401(k) Plan - available first of month following 90-days employment
Paid Time Off (PTO) and Sick Leave - accrual begins first day of employment
Paid Volunteer Time Off - 8 hours per year
Paid Holidays
Accident and Critical Illness
Employee Assistance Program
Employee Referral Bonus
Tuition Reimbursement Program
20% Discount at Goodwill Industries of Kansas Stores