Administrative Assistant

Job Description:         Administrative Assistant
Department:                Administrative Support

Reports To:                 CEO / CFO
Location:                     On-site (El Paso, TX)
Employment Type:      Full Time

Salary:                           12.00-14.00
FLSA Status:               Non-Exempt

POSITION SUMMARY

The Administrative Assistant provides comprehensive administrative and operational support by implementing administrative systems, procedures, and policies, and by monitoring administrative projects across departments. This role supports executive leadership, assists with policy and procedure maintenance, coordinates office operations, vendor and purchasing activities, and provides clerical and project-based support as needed to ensure efficient day-to-day operations.

The position requires professionalism, discretion, strong organizational and communication skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

KEY RESPONSIBILITIES

Administrative & Executive Support

• Coordinate and route phone messages with Intake Staff and Managers on behalf of the CEO and CFO.
• Provide clerical and administrative support to executive leadership and upper management as needed.
• Assist the CEO with archiving, organizing, and maintaining upper management and administrative records.
• Resolve administrative issues by coordinating reports, analyzing data, and identifying solutions.
• Prepare, format, proofread, and maintain professional documents, reports, and spreadsheets.

Office Operations, Purchasing & Errands

• Run business-related errands as required, including supply pickups, document drop-offs, bank runs, and travel between clinic locations.
• Place and manage orders for office supplies, equipment, and operational needs.
• Monitor supply inventory levels, anticipate needs, and expedite orders as necessary.
• Verify receipt of supplies and resolve ordering discrepancies.
• Coordinate purchasing for employee birthdays, anniversaries, and office celebrations, including ordering cakes and arranging food deliveries.
• Contact vendors and service providers to obtain pricing, availability, and service information.
• Obtain, compare, and document vendor quotes for projects, purchases, and services, and prepare summaries for leadership review.

Policies, Procedures & Compliance Support

• Maintain, update, and organize organizational policies and procedures, including but not limited to:
  • Standard Operating Procedures (SOPs)
  • Employee Handbook
  • Accounting and Office Manager manuals
  • Intake, Medical Assistant, and Human Resources manuals
• Meet with managers and employees to provide guidance and feedback on established policies and procedures, including updates or revisions.
• Assist with communicating policy updates and ensuring documentation is current and accessible.

Accounting, HR & Cross-Departmental Support

• Provide clerical and administrative support to the Accounting Department as needed.
• Serve as a backup support for Accounting Clerk duties, including payroll assistance when required.
• Assist with employee onboarding processes and HR presentations for new employees as needed.
• Coordinate workflow and provide administrative support across departments as assigned.

Communications & Social Media

• Manage and oversee social media content for the organization, including Facebook and website updates, as directed by leadership.
• Assist with drafting internal announcements, notices, and administrative communications.

QUALIFICATIONS

• High school diploma required.

• 2–4 years of experience in an administrative assistant, office administration, or similar role preferred.
• Experience supporting executive leadership and multiple departments is a plus.
• Prior experience with accounting, payroll support, or HR administrative functions preferred.

• Strong reporting and documentation skills.
• Excellent written and verbal communication skills.
• Advanced proficiency in Microsoft Excel and strong knowledge of Microsoft Office.
• Strong organizational and time-management skills.
• Professional judgment, discretion, and confidentiality.
• Problem-solving and analytical skills.
• Supply and inventory management experience.
• Ability to multitask and prioritize competing demands.

WORK CONDITIONS

• Full-time contract (Monday–Friday).
• On-site administrative/office environment.
• May require occasional overtime depending on operational needs.

• Must pass background and reference checks.
• Valid driver’s license and reliable transportation required to travel between clinic locations and complete errands, including purchasing supplies, employee celebration items, and bank runs.