What are the responsibilities and job description for the Administrative Assistant position at Endeavors?
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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.
ESSENTIAL JOB RESPONSIBILITIES
Payroll, Timekeeping & Expense Reporting
* Track and manage overall payroll systems to ensure compliance and timeliness.
* Receive, enter, and manage time submissions; ensure staff timesheets are submitted for signature on schedule.
* Manage mileage submissions, ensuring all forms are accurate and routed for signature before submission.
* Complete and submit Concur expense reports in compliance with accounting deadlines and policies. KPI: Ensure 100% on-time submission of payroll, timesheets, mileage, and Concur reports each cycle with error rate below 2%.
Administrative Support & Communication
* 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 meetings are coordinated efficiently. KPI: Respond to all staff or client inquiries within 24 hours; maintain zero scheduling conflicts; ensure 100% of administrative requests are completed by agreed deadlines.
Records & Compliance Management
* Maintain legal, financial, and program records with accuracy and confidentiality.
* Ensure filing systems (digital and physical) are up-to-date, accessible, and compliant with organizational and contractual requirements.
* Support contract repository, policies, and procedure updates. KPI: Maintain 100% accuracy in records filing and retrieval; complete monthly compliance checks on program files.
Logistics, Errands & Office Operations
* Pickup 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 office systems operate smoothly. KPI: Complete all errands within scheduled timeframes; achieve 95% staff satisfaction rating on logistical and office support.
Meeting & Event 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 as needed. KPI: Ensure 100% of meetings are fully set up at least 15 minutes prior to start time; achieve 95% satisfaction feedback from staff and leadership on meeting coordination and support.
Leadership Through Administrative Excellence
* Anticipate the needs of Program Manager and staff, proactively identifying ways to increase efficiency.
* Support cross-department collaboration by ensuring communication flows smoothly across teams.
* Act as the administrative lead in ensuring professionalism and organizational consistency in all documents, interactions, and reports. KPI: Document at least 2 process improvements per quarter that streamline workflow or reduce administrative errors.
Other Duties
* Perform additional administrative responsibilities as assigned in support of program success. KPI: Maintain 100% completion of special assignments by deadlines.
Mission-Driven Service
* Demonstrate exceptional customer service and servant leadership in all actions by prioritizing the child, family, Veteran, or client first, in support of the mission to "Empower people to build better lives for themselves, their families, and their
communities." KPI: Maintain 85% or higher satisfaction feedback from internal staff and external partners on administrative support.
ESSENTIAL QUALIFICATIONS
EDUCATION: High School Diploma/GED or comparable skill set obtained through experience.
EXPERIENCE: 3-5 years administration experience, non-profit experience preferred; 2-3 years' experience in a customer service focused environment. Proficient knowledge of MS Office, Word, Excel etc.; Strong math skills, 10 key-by-touch and proof reading.
ATTENDANCE: Must maintain regular and acceptable attendance at such level as is determined in the employer's sole discretion.
LICENSES: Driver's License with clear record.
VEHICLE: Must have daily use of a vehicle without prior notice.
OTHER: Must be available and willing to travel to various locations and with such frequency as the business need dictates. Must pass criminal background checks. Must be available and willing to work nights, weekends, and holidays as required to meet business needs. Must not pose a threat or significant risk of substantial harm to the safety or health of himself/herself or others.
Endeavors has a longstanding practice of providing a work environment that is free from all forms of employment discrimination, including harassment, because of race, color, sex, gender, age, religion, national origin, marital status, sexual orientation, gender identity, genetic information, disability, military or veteran status, or any other characteristic protected by law. We recruit, hire, employ, train, promote, and compensate individuals based on job-related qualifications and abilities.
Endeavors also provides reasonable accommodation to qualified individuals with disabilities or based on a sincerely held religious belief, in accordance with applicable laws. If you need to inquire about an accommodation, or need assistance with completing the application process, please email hr@endeavors.org or speak with your recruiter.
Endeavors is dedicated to offering reasonable accommodations for individuals with disabilities. If you are a qualified candidate with a disability and need help submitting your application online, please reach out to us at recruiting@endeavors.org. If you are chosen for an interview, we will provide further details on how to request accommodations for the interview process.
Family Endeavors, Inc. and Endeavors Unlimited, Inc. provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or status as a veteran in accordance with applicable federal laws. Family Endeavors and Endeavors Unlimited also complies with applicable state and local laws governing nondiscrimination in employment in every location its employees are working. This policy applies to all terms and conditions of employment, including, but not limited to: hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. Family Endeavors and Endeavors Unlimited is an 'Equal Opportunity/Affirmative Action Employer.
