What are the responsibilities and job description for the Administrative Assistant position at Kansas Guardianship Program?
Role Summary: The Administrative Assistant (AA) provides essential administrative, clerical, and operational support to KGP. This role is responsible for maintaining the flow of internal communications, coordinating scheduling and meeting logistics, supporting document management, and assisting with tracking volunteer and guardian documentation. Reporting directly to the Executive Director, the AA plays a key role in ensuring that daily operations run efficiently and that the administrative needs of the agency are met with professionalism and accuracy.
Key Responsibilities
Administrative Operations & Office Support
- Manage day-to-day administrative tasks, including correspondence handling, scheduling support, and office supply coordination.
- Prepare, organize, and distribute internal documents, training materials, and communication updates as needed.
- Support coordination of agency meetings, including scheduling, agenda preparation, and materials distribution.
Document Management & Recordkeeping
- Maintain accurate digital and physical filing systems related to guardianship documentation, stipend reporting, and volunteer tracking.
- Assist with data entry and database updates to ensure real-time accuracy of volunteer, ward, and financial records.
- Organize incoming guardian reports and assist with ensuring reports are routed for stipend processing and compliance review.
Volunteer & Program Support
- Provide administrative assistance for volunteer onboarding, including tracking documentation, background checks, and reporting compliance.
- Support communication with volunteers, guardians, and service providers by drafting or distributing informational materials as directed.
- Help track outstanding volunteer or guardian submissions and coordinate reminders to ensure compliance deadlines are met.
Cross-Functional Team Support
- Collaborate with the Office Manager to ensure consistency in tracking financial and administrative documents.
- Assist the Assistant Executive Director and Recruiter/Facilitator team with administrative tasks related to volunteer management and case tracking when needed.
- Serve as general administrative support across the organization during peak times or staff absences.
Minimum Qualifications
- 2–3 years of administrative or office support experience
- Proficiency with office software and digital filing systems
- Strong organizational and prioritization skills
- Ability to manage sensitive information professionally and confidentially
- Comfort supporting multiple teams or departments simultaneously
Preferred Qualifications
- Experience in a nonprofit, public agency, or legal/healthcare setting
- Familiarity with tracking compliance documentation or HR forms
- Ability to maintain and improve internal administrative systems
- Strong communication and customer service skills
Job Type: Full-time
Pay: $15.00 - $18.00 per hour
Expected hours: 40 per week
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Schedule:
- Monday to Friday
Ability to Commute:
- Manhattan, KS 66503 (Required)
Work Location: In person
Salary : $15 - $18