Literacy Alliance of Northeast Florida, Inc. – Administrative Assistant
Categories Secretarial/Support Staff
Expires Mar 31, 2023
The Literacy Alliance’s Administrative Assistant is responsible for ensuring the productivity and effectiveness of the organization by maintaining official, secure and retrievable record systems, maintaining contract compliance records and schedules, managing office procedures or checklists, developing new policies and procedures, and related administrative functions. The ideal candidate will have experience in administration, office management, or similar work and knowledge of or interest in nonprofit operations and the mission of adult literacy.
Essential duties and responsibilities
Responsibilities include: - Perform advanced, diversified, and confidential secretarial or administrative duties requiring a broad knowledge of the organization’s policies and procedures. - Develop and update internal policies and procedures or checklists. - Compose routine correspondence, memoranda, and reports. - Edit and proofread correspondence, reports, marketing materials, and other documents. - Coordinate data gathering and reporting using program databases. - Maintain contact and communication with stakeholders at the request of the CEO or COO, including the Board of Directors, volunteers, staff, or donors. - Ensure contract compliance and operational effectiveness by keeping human resource files, onboarding documents, volunteer records, training certifications, insurance records, background screenings, and schedules. - Post job descriptions for other staff positions, volunteer opportunities, or AmeriCorps service opportunities. Screen initial candidates and schedule finalist interviews with the leadership team. - Initiate background checks for new employees, volunteers, and AmeriCorps Members. File background check results, and package with funder reports for compliance documentation. - Compile documentation for funder invoices such as timesheet copies, approval logs, receipts, and progress reports. - Continually monitor and update Board of Directors files such as meeting minutes, rosters, term end dates, conflict of interest documentation, and meeting calendar. - Update and maintain volunteer, donor, and student databases with contact information, contact notes, and related information. - Maintain organizational class schedules, calendar of events, reminders, project checklists, and meeting minutes. - Update and/or create new policies and procedures, develop corresponding checklists, and provide project management based on such documentation. - Monitor office supply inventory and software licenses, equipment IDs, and materials inventory. - Anticipate future supply and material needs and process orders for new materials. - Ensure constant availability of testing materials, lesson workbooks, and tutoring materials by tracking usage, making new orders if needed, and replacing outdated material. - Maintain employee, volunteer, and AmeriCorps Member human resources records such as applications, timesheets, training certifications, and contact information. - Update office technology such as employee laptops, copiers, and printers. - Process official paperwork for new employees, grant contracts, and legal documents. - Update marketing materials with current organizational information such as staff listings, titles, and performance data. - Develop presentations using existing contact for community groups, board meetings, or leadership presentations. - Attend state conferences for program-specific training. - Organize educational materials and office supplies. - Generally ensure the cleanliness and presentation of the office environment.
- Proficiency with Google Suite preferred. Microsoft Office knowledge is satisfactory. - Comfort in working with a digital filing system. - Professional writing and editing skills. - Knowledge of and familiarity with general nonprofit operations. - Familiarity with creating policies and procedures and documenting contract compliance. - Reliable transportation and driver's license. - Working knowledge of office equipment such as copiers and phones. - Accurate data entry capability. - Welcoming demeanor for in-person visitors or callers.
Education and Experience
Experience or interest in office management, administrative assistance, compliance management, and human resource management.
Starting hourly rate of $20/hour
How to Apply
Send cover letter and resume by email as PDF documents to email@example.com.
Literacy Alliance of Northeast Florida, Inc.