Administrative Assistant - Adult Education - Shelter

The Administrative Assistant performs various administrative duties to support program deliverables and employees of all levels.   This position oversees the reception area and is responsible for answering and directing calls, greeting external and internal visitors, distributing mail, coordinating staff trainings, and maintaining office supplies.  This position oversees data entry, reconciliation, and preparation of reports (internal and external), finance functions (including petty cash, reimbursements and field checkbooks) and other duties based on program and location.

Who are we?  

Ascentria Care Alliance is a nonprofit organization that has spent the past 150 years helping people in need. We empower people of all backgrounds to rise together and reach beyond life’s challenges by building stronger communities and helping people move forward together. 

Essential Responsibilities:

• Answer and direct telephone calls in a friendly and professional manner and taking messages as needed, and troubleshooting with caller where appropriate.  Collects and distributes all calls, daily mail and incoming faxes. 
• Provide exceptional customer service to all office visitors including clients, guardians, providers, vendors and staff and directs them to the appropriate staff member. 
• Collect, track and enter into relevant software, client and staff documentation, maintaining confidentiality and follows up, as needed.
• Inform appropriate managers of crisis and emergency situations in a timely fashion. 
• Organize staff trainings which include, developing training schedule, copying materials needed, preparing sign in and evaluation sheets, input and managing database and preparing training certificates  
• Order and manage office and general supplies and business cards, with the approval of the Manager/Director.
• Create and maintain office form files, replenishing forms as needed, and ensures that current forms are being used. 

Qualifications: 

• High School Diploma or equivalent required; Associate’s degree in related field preferred.   
• Minimum of 2 years administrative office support experience required and 5 years preferred.   
• Proficiency at Microsoft Office products, including Word, Excel, Outlook and Access. 
• Valid Driver’s license, positive driving record and proof of automobile insurance. 
• Ability to make well-reasoned decisions, both independently and as part of a team. 
• Ability to follow-through to meet employee, consumer, family, guardian and/ or agency needs.
• Ability to use discretion in handling confidential information. 

Don’t meet every single requirement? Studies have shown that women and people of color are less likely to apply to jobs unless they meet every single qualification. At Ascentria we are dedicated to building a diverse, inclusive and authentic workplace, so if you’re excited about this role but your past experience doesn’t align perfectly with every qualification in the job description, we encourage you to apply anyways. You may be just the right candidate for this or other roles.

Company Benefits 

• Medical 
• Dental 
• Vision 
• FSA and dependent care account 

• 3 Weeks PTO and 9 Holidays! 
• Retirement plan with employer match for eligible employees
• Tuition Assistance 
• And many more! 

Ascentria Care Alliance celebrates diversity and is proud to be an Equal Opportunity Employer. In compliance with federal and state employment opportunity laws, qualified applicants are considered for all positions without regard to race, color, religion, sex, national origin, age, physical or mental disability, genetic information, pregnancy, status as a veteran, sexual orientation, gender expression or identity, or any other legally-protected category. Candidates who identify as BIPOC, multilingual or have lived experience with immigration or human services are encouraged to apply.