Administrative Office Assistant

Guiding Harbor•Belleville, MI

8h•$18 - $20

About The Position

The Administrative Office Assistant provides accurate, confidential, and responsive clerical and administrative support to Guiding Harbor, primarily supporting the CEO, HR, and Foster Care. The role coordinates office communications, schedules, records, forms, supplies, and routine operational requests to help programs operate efficiently. It is primarily administrative and may include related administrative and program-support duties assigned by the supervisor. The position includes supporting office operations and program documentation, coordinating resident appointments and administrative details as directed, and tracking deadlines and follow-ups. The employee is expected to protect confidential information, communicate professionally and in a trauma-informed manner, and report concerns affecting resident welfare, staff safety, or agency operations through designated channels. Suspected abuse or neglect must be reported immediately in accordance with agency policy and applicable reporting duties. Work is performed in administrative office and residential-program settings. The position requires frequent computer and telephone use, sitting, standing, walking, reaching, grasping, and repetitive hand motions. Occasional movement of materials weighing up to 20 pounds, use of stairs, and exposure to ordinary office or residential cleaning products may be required. Reasonable accommodations may be made, and essential physical requirements will be assessed in accordance with applicable accommodation obligations. Resident-facing supervision or physical intervention requires appropriate agency authorization and training.

Requirements

High school diploma.
Three years of experience with office support, clerical work, scheduling, customer service, or records management.
Proficiency with Microsoft Word, Excel, Outlook, and common electronic filing and communication systems.
Strong written and verbal communication, attention to detail, organization, discretion, and ability to manage competing priorities.
Ability to work independently, collaborate across departments, maintain confidentiality, and interact respectfully with diverse populations.

Nice To Haves

Associate degree in business administration, office administration, social sciences, or a related field.
Prior experience in a nonprofit, human services, child welfare, or residential program.
Familiarity with trauma-informed practices, foster care, and administrative documentation requirements.
Experience coordinating appointments, preparing program records, and maintaining confidential databases.

Responsibilities

Serve as a professional first point of contact for telephone calls, visitors, emails, and routine inquiries; route sensitive or urgent matters promptly.
Provide supervisors and program staff with administrative support, including correspondence, meeting agendas, minutes, notices, data entry, copying, scanning, and filing.
Coordinate calendars, meetings, appointments, room use, and reminders; communicate scheduling changes to relevant staff.
Maintain organized office work areas, monitor supplies, prepare purchase or replenishment requests, and coordinate routine equipment or service needs.
Create, update, and securely maintain electronic and paper records, forms, reports, logs, and client-related documents in accordance with confidentiality and records-retention procedures.
Prepare, assemble, and restock resident intake, case-management, appointment, and other program packets; check submissions for completeness and follow up on missing routine information.
Schedule resident appointments and coordinate administrative details with authorized staff, service providers, and caregivers, as directed.
Track assigned deadlines, documentation requests, trainings, and administrative follow-ups; alert supervisors to outstanding or time-sensitive items.
Protect confidential employee, client, and organizational information; disclose records only to authorized individuals and follow secure handling procedures.
Demonstrate professional boundaries, cultural responsiveness, and trauma-informed communication with youth, families, colleagues, and community partners.
Promptly report concerns affecting resident welfare, staff safety, or agency operations through designated channels; immediately report suspected abuse or neglect consistent with agency policy and applicable reporting duties.
Participate in required meetings, training, and professional development; complete assigned documentation accurately and on time.
Perform other related administrative and program-support duties within the scope of the position, as assigned by the supervisor.