What are the responsibilities and job description for the Administrative Assistant position at Homefull?
Job Summary
The Administrative Assistant provides comprehensive administrative and operational support to ensure the efficient functioning of the office environment. This role supports Homefull’s HQ front desk, the HQ office, procurement coordination, and administrative functions across Human Resources, Finance, and program operations. The Administrative Assistant plays a key role in maintaining a professional, organized, and welcoming workplace while supporting internal teams and agency-wide processes.
Summary of Essential Job Functions
This position ensures smooth day-to-day administrative operations by supporting front desk coverage, maintaining office organization, coordinating supply procurement, and assisting HR, Finance, and program teams with administrative processes including Medicaid billing support.
Key Responsibilities
Front Desk & Office Coordination
- Provide coverage at the front desk as needed, including greeting visitors, answering phones, and directing inquiries appropriately
- Maintain a professional, welcoming, and organized front office environment
- Assist with office coordination including prep for special events and assisting the flow in the building
Office Organization & Supply Management
- Organize and maintain office supply storage areas to ensure accessibility and efficiency
- Monitor inventory levels and create a monthly procurement list for office needs
- Maintain cleanliness and organization of shared office spaces, including regularly cleaning out staff refrigerators
- Assist with mail distribution/collection and deliveries of packages to departments
Human Resources Administrative Support
- Initiate and track reference checks for candidates during the hiring process in coordination with HR team
- Coordinate interview appointments
- Assist HR team with maintaining employee documentation within personnel records
- Assist with timecard review and follow-up to ensure accuracy and timely submission
- Provide general administrative support to HR functions as needed
Finance Team Support
- Assist with mailing checks and handling outgoing financial correspondence
- Enter financial and program-related data into systems such as Yardi for property management/rent payment functions
- Support Finance team with administrative and clerical tasks as assigned
Program & Billing Support
- Assist with Medicaid billing processes, including pulling reports, data entry and documentation support
- Ensure accuracy and completeness of billing-related documentation to minimize any denials or rejections
- Coordinate with program staff to gather necessary information for billing, including resubmitting as needed
Development Team Support
- Assist with admin tasks for Senior Farmers Market Nutrition Program
- Assist with events at HQ including some weekends and/or after hours
- Assist with tasks for prepping for fundraising events, set up, and clean up
Other Duties
- Represent Homefull in a professional manner at all times
- Maintain a flexible schedule to meet organizational needs
- Participate in meetings, trainings, and agency initiatives as required
- Support continuous improvement of administrative systems and processes
- Complete other duties as assigned
Minimum Requirements
Qualifications
- High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred
- Minimum of 2 years of administrative or office support experience
- Experience supporting HR, Finance, or operations functions preferred
- Experience working with database systems (e.g., ADP, Yardi, or similar) preferred
Additional Requirements
- Valid driver’s license may be required depending on agency needs
- Ability to pass required background checks and meet agency hiring requirements
Abilities Required
Strong organizational and time management skills; attention to detail; ability to manage multiple tasks simultaneously; strong communication and customer service skills; ability to maintain confidentiality; proficiency with basic computer applications including Word, Excel, and email; ability to work collaboratively across departments; reliability and consistency in task completion.
Disclaimer
The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.