Administrative Assistant Jobs

About The Position

Requirements

• High school diploma or equivalent required.
• Ability and willingness to complete required agency training.
• Must meet all applicable background screening and other employment requirements established by New Hope C.O.R.P.S. and its funding or regulatory agencies.
• Strong organizational and time-management skills.
• Excellent attention to detail and accuracy.
• Ability to perform data entry accurately and efficiently.
• Basic proficiency with computers, email, Microsoft Office, spreadsheets, and web-based information systems.
• Ability to learn and effectively use the Thriving Mind CARISK system and other agency software.
• Familiarity with major social media platforms.
• Good written and verbal communication skills.
• Ability to handle confidential and sensitive information appropriately.
• Ability to prioritize assignments and meet established deadlines.
• Ability to work independently while also collaborating effectively with staff and supervisors.
• Professional, dependable, and respectful approach when interacting with staff, persons served, community partners, and the public.

Nice To Haves

• Previous administrative, clerical, office, or data-entry experience preferred.
• Experience with electronic databases or web-based data-entry systems preferred.
• Experience with social media platforms and basic content creation preferred.

Responsibilities

• Enter required client, program, service, demographic, outcome, and other applicable information into the Thriving Mind CARISK system accurately and within required timeframes.
• Review information for completeness and accuracy before and after data entry.
• Update and correct information in CARISK as needed and as authorized.
• Assist with monitoring data-entry requirements and identifying missing, incomplete, or inconsistent information.
• Communicate with appropriate staff when additional information or clarification is needed to complete required entries.
• Assist with the preparation and maintenance of reports, spreadsheets, tracking logs, and other data as assigned.
• Follow agency, funder, and confidentiality requirements when accessing, entering, maintaining, or transmitting information.
• Provide general administrative and clerical support to agency leadership and assigned departments.
• Assist with preparing correspondence, forms, spreadsheets, reports, meeting materials, and other documents.
• Organize, scan, copy, file, and maintain electronic and paper records as assigned.
• Assist with telephone calls, emails, scheduling, and other routine office responsibilities as needed.
• Maintain organized administrative records and assist with tracking deadlines and required documentation.
• Support preparation for audits, monitoring visits, accreditation surveys, and other administrative reviews as requested.
• Assist with special projects and other administrative duties as assigned.
• Assist the Development Director with preparing, scheduling, and posting agency-approved content on New Hope C.O.R.P.S.' social media platforms.
• Assist with developing posts highlighting agency programs, services, events, community activities, accomplishments, fundraising initiatives, and other approved information.
• Assist with gathering appropriate photographs, graphics, program information, and other materials for social media content.
• Help maintain a consistent and professional agency presence across social media platforms.
• Ensure that all social media content is reviewed and approved as required before publication.
• Protect the privacy and confidentiality of persons served and staff and ensure that photographs, names, stories, or other identifying information are not posted without appropriate authorization and consent.
• Assist the Development Director with other outreach, communications, fundraising, and community-awareness activities as assigned.
• Maintain strict confidentiality regarding persons served, employees, donors, and organizational information and comply with HIPAA, agency confidentiality policies, applicable funder requirements, and New Hope C.O.R.P.S. policies and procedures.
• Ensure that access to CARISK and other information systems is used only for authorized job-related purposes.
• Maintain accurate, complete, and timely data entry.
• Protect confidential and sensitive information at all times.
• Complete assigned administrative responsibilities within established deadlines.
• Maintain organized and accurate records.
• Demonstrate professionalism, dependability, and effective communication.
• Follow agency policies and supervisory direction.
• Ensure that social media activities reflect New Hope C.O.R.P.S.' mission and professional standards and are appropriately authorized before publication.