Administrative Assistant

Children's Aid Society

94d • $40,000 - $44,000

About The Position

The Family Support Administrative Assistant performs duties in various areas such as providing administrative, clerical, and fiscal support to the Family Support SBC programs and Directors. The position includes general responsibilities for the efficient operation and positive environment of the site, ensuring trauma-informed customer service in all interactions with Children's Aid clients and staff. The assistant will train new Family Support staff on administrative and office/site protocols, monitor hours worked for payroll submission, and maintain up-to-date employee files for program staff. The role also involves liaising with the HR department regarding onboarding and separation processes, maintaining confidentiality related to personnel information, and organizing office operations and procedures. Additionally, the assistant will serve as the point person for site fiscal operations, processing bills and invoices, reconciling petty cash, and utilizing Excel-based expense tracking worksheets to monitor budget allocations and expenditures. In-person collaboration is an essential function of the job, and the assistant will perform other duties as assigned.

Requirements

• High School Diploma or GED required.
• Moderate to advanced use of Excel and Microsoft Office Suite.
• Familiarity with budgets and fiscal processes.
• Good organizational skills with the ability to meet deadlines.
• Ability to work independently and as part of a team.
• Very good interpersonal and communication skills.

Nice To Haves

• Ability to collaborate with vendors and other departments within the agency.
• Ability to work flexible hours on weekdays, including early arrival or evening hours.

Responsibilities

• Provide administrative, clerical, and fiscal support to Family Support SBC programs and Directors.
• Ensure efficient operation and positive environment of the site.
• Train new Family Support staff on administrative and office/site protocols.
• Monitor hours worked for payroll submission.
• Answer telephone calls, screen and direct calls, and greet visitors.
• Maintain up-to-date employee files and engage with HR for onboarding and separation processes.
• Organize office layout, order supplies, and maintain office condition.
• Serve as the point person for site fiscal operations and process bills and invoices.
• Reconcile petty cash, Metro Cards, and gift cards.
• Utilize Excel-based expense tracking worksheets to monitor budget allocations and expenditures.
• Provide support to Program and/or QA Director by reviewing case records for compliance.
• Complete monthly utilization review charts and maintain intake log.

Benefits

• Equal employment opportunity to all employees and applicants.
• Commitment to maintaining a work environment free from harassment and discrimination.

What This Job Offers

• Industry: Social Assistance
• Education Level: High school or GED