Administrative Assistant

Administrative Assistant Job Description

This position is responsible for working alongside the Company's Owner/CFO to ensure the smooth day-to-day operations by performing a variety of clerical and administrative tasks.  This position will consist of approximately 25 - 30 hours per week.  The Administrative Assistant will report directly to the CFO.

The primary role will be handling financial, documentation-related tasks. This role will involve a combination of office duties, data management, and community based errands.

Employment Requirements:

• Must be 18 years of age or older
• Clear background checks as defined by regulations and policies
• High school graduate or equivalent proven experience
• Driver’s license and reliable transportation
• Strong written and verbal communication skills required to effectively communicate across multiple departments in a professional manner
• Ability to work collaboratively with others and contribute to a positive work environment
• Excellent organizational and systems implementation skills
• Proficient in Microsoft Excel, Word, Google Workspace, and various other electronic record keeping systems
• Ability to manipulate, handle, feel and control items or equipment
• Ability to do daily standing, walking, bending, and lifting (up to 20 lbs)
• Proven experience as an administrative assistant or in a similar role.
• Strong organizational and time management skills with the ability to multitask effectively.
• Proficiency with QuickBooks Online and Microsoft Office Suite (Excel, Word, PowerPoint).
• Knowledge of basic accounting and bookkeeping principles.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive information.
• Ability to work independently and as part of a team in a fast-paced environment.
• Strong attention to detail and problem-solving skills.

• Experience with community-based businesses or nonprofits.
• Familiarity with COBID, Medicaid, and other industry certifications.
• Previous experience with HR or workers' compensation audits.

• Documentation & Reporting:
  • Collect and organize documentation required for audits, financial reports, and other administrative tasks.
  • Gather necessary data, complete forms, and submit documentation for owner signatures.
  • Assist with preparing presentations and proposals.
  • Track and prepare tax-related documents, including business returns and property tax returns.
• Accounting & Finance Support:
  • Write checks and process payments through QuickBooks Online (for signature).
  • Handle accounts payable duties, ensuring timely payment of quarterly tax payments.
  • Collect receipts and manage month-end statements and reports.
• Research & Data Collection:
  • Conduct research and gather data for various projects, audits, and surveys.
  • Complete required applications and surveys for recertifications (e.g., COBID, Medicaid).
  • Assist the HR department with workers' comp audits and ensure all necessary documentation is collected.
  • Assist with gathering documentation for annual GAAP audits
• Deadlines & Project Tracking:
  • Keep track of weekly, monthly, quarterly, and annual deadlines to ensure timely completion of various tasks and projects.
  • Maintain an organized system to track and report on project progress.
• Community-Based Errands:
  • Perform errands in the local community as needed, including trips to the bank, post office, and other businesses.
• Event Planning & Staff Coordination:
  • Assist in organizing staff events, ensuring that all logistics are planned and executed smoothly.
• Other duties as assigned

Salary : $22 - $23