Administrative Assistant - Kerrville

JOB PURPOSE

The Administrative Assistant provides critical leadership support to the Program Manager and Disaster Case Management staff through administrative excellence, ensuring accuracy, timeliness, and compliance. This role is responsible for maintaining organizational efficiency by managing payroll, reporting, records, communications, and logistics while modeling professionalism, accountability, and client-centered service.

• Track and manage payroll systems to ensure compliance and timeliness.

• Receive, enter, and manage time submissions; ensure all timesheets are submitted for signature on schedule.

• Manage mileage submissions, ensuring accuracy and routing for signature prior to submission.

• Complete and submit Concur expense reports in alignment with accounting deadlines and policies.
  KPI: 100% on-time submission of payroll, timesheets, mileage, and Concur reports each cycle; error rate below 2%.

• Answer and route calls, emails, and correspondence promptly and professionally.

• Draft, proofread, and distribute documents, reports, and correspondence.

• Provide scheduling support for Program Manager and leadership staff, ensuring efficient coordination.
  KPI: Respond to all staff/client inquiries within 24 hours; maintain zero scheduling conflicts; 100% completion of administrative tasks by deadlines.

• Maintain legal, financial, and program records with accuracy and confidentiality.

• Ensure digital and physical filing systems are up-to-date, accessible, and compliant with organizational and contractual requirements.

• Support updates to contract repositories, policies, and procedures.
  KPI: 100% accuracy in filing and retrieval; complete monthly compliance checks on program files.

• Pick up and distribute mail and documents to/from corporate.

• Run general errands to support staff, vendors, and clients.

• Track and distribute office keys, maintain supply levels, and ensure smooth office operations.
  KPI: Complete all errands within scheduled timeframes; achieve 95% staff satisfaction rating on logistical and office support.

• Prepare agendas, materials, and minutes for monthly program and staff meetings.

• Coordinate, set up, and break down meeting spaces (furniture, technology, supplies, refreshments).

• Manage logistics for trainings and events, including ordering food, beverages, and materials.
  KPI: 100% of meetings set up at least 15 minutes prior to start time; 95% satisfaction feedback from staff and leadership.

• Anticipate needs of Program Manager and staff, identifying ways to improve efficiency.

• Support cross-department communication to ensure smooth workflow.

• Serve as administrative lead to uphold professionalism and consistency across documents, interactions, and reports.
  KPI: Document at least two process improvements per quarter that streamline workflow or reduce administrative errors.

• Perform additional administrative responsibilities as needed in support of program success.
  KPI: 100% completion of special assignments by deadlines.

• Demonstrate exceptional customer service and servant leadership by prioritizing the child, family, Veteran, or client in alignment with the mission to "Empower people to build better lives for themselves, their families, and their communities."
  KPI: Maintain 85% or higher satisfaction from internal staff and external partners regarding administrative support.

• High School Diploma/GED or equivalent skill set gained through experience.

• 3-5 years administrative experience; nonprofit experience preferred.

• 2-3 years of experience in a customer service-focused environment.

• Proficiency with MS Office (Word, Excel, etc.).

• Strong math skills, 10-key by touch, and proofreading ability.

• Must maintain regular and acceptable attendance as determined by employer.

• Valid driver's license with a clear record.

• Daily use of a personal vehicle required.

• Ability and willingness to travel as needed.

• Must pass criminal background checks.

• Must be available to work nights, weekends, and holidays as business needs require.

• Must not pose a threat or significant risk to the safety or health of self or others.

Endeavors provides a work environment free from discrimination or harassment based on race, color, sex, gender, age, religion, national origin, marital status, sexual orientation, gender identity, genetic information, disability, military or veteran status, or any characteristic protected by law. Employment decisions are based on job-related qualifications and abilities.

Endeavors provides reasonable accommodations for qualified individuals with disabilities or based on sincerely held religious beliefs, in accordance with applicable laws. For accommodation inquiries, email hr@endeavors.org or contact your recruiter.

If you are a qualified candidate with a disability needing assistance with an online application, email recruiting@endeavors.org. Information on requesting interview accommodations will be provided if selected for an interview.