Jobs Administrative Assistant

Summary

Thriving Families Alliance is announcing the hiring of a part-time Administrative Assistant to join their dynamic team! Hours of work will average 28 hours per week and will not exceed 56 hours in one pay period. Working hours will be in office during normal business hours of Monday-Friday, 8am-5pm. Thriving Families Alliance is a not-for-profit organization, quasi- governmental agency and as such is dependent on annual appropriations and grants.
 
An individual in this position is responsible for performing a wide range of administrative functions, contract and file management, public records management, and office support activities to facilitate the efficient operation of the organization.

Interested individuals are required to submit an employment application and a resume with cover letter.

Essential Functions

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned. 

Assist with budget preparations and make bank deposits. 

Draft contracts for services following state guidelines. Training and templates will be provided. 

Prepare and maintain contract files including documentation of compliance. 

Prepare reimbursement forms; review submitted reimbursement forms and documentation for accuracy; communicate with agencies for any discrepancies; prepare reimbursement forms to the State of Iowa and track payments.

Update and maintain policy and procedural manuals.

Serve as Public Records Officer for the agency. 

Mange document retention and destruction process.

Update information on website and post public meeting notices.

Schedule and coordinate meetings; record, compile, transcribe and distribute minutes of meetings.

Plan and arrange special events and training details to include notification, securing facilities/space, AV needs, RSVP’s, attendance, and possible catering. 

Open, sort and distribute incoming correspondence.

Prepare and modify documents including correspondence, reports, drafts, memos and emails.

Maintain office supply inventories and order supplies.

Coordinate maintenance of office equipment.

General administrative support duties.

Coordinate and facilitate projects and special assignments as requested. 

Essential Knowledge, Experience, and Ability

Detail oriented with a high level of accuracy.

Excellent organizational and process management skills. 

Knowledge of basic office management. 

Experience and knowledge of contract management, basic accounting principles, and project management preferred.

Must have good oral and written communication skills and good math skills. 

Ability to maintain confidentiality.

Ability to work independently or as a team member with minimal supervision. 

Ability to interpret and understand contract language and work with a variety of contracts.

Analytical and problem-solving skills.

Ability to plan ahead and proactively anticipate the needs of the agency and Executive Director.

Strong ability to prioritize time, set goals and meet deadlines. 

Must be able to respond quickly and resourcefully to requests. 

Ability to learn online reporting systems required by various state departments. 

Ability to treat co-workers, contractors, and community members courteously and without bias regardless of race, sex, age, color, national origin, religion, disability, or socio-economic status.

Must demonstrate a positive attitude and commitment to agency mission and values. 

Essential Education, Certification, and/or Licenses

Minimum of associate degree plus three years’ experience in executive support, office management or relevant experience preferred. 

Intermediate proficiency in MS Office (Outlook, Word, Excel, and PowerPoint) is required, advanced proficiency preferred.

Must have a valid drivers license and proof of insurance. Some local travel will be required.