Literacy Alliance of Northeast Florida, Inc. – Administrative Assistant

Description

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materials, lesson workbooks, and tutoring materials by tracking usage, making new orders if needed, and replacing outdated material.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.

Qualifications

- 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.

Salary/Salary Range

Starting hourly rate of $20/hour

How to Apply

Send cover letter and resume by email as PDF documents to hr@literacyallnefl.org.