Administrative Assistant

Kennett Area Senior Center

Position Title: Administrative Assistant
Reports To: Executive Director
Location: Kennett Square, PA
Employment Type: Part-time / 18 hours per week (Monday-Wednesday)

(if preferred, every other week, you may work Thursday in lieu of a Mon, Tues, or Wed)

Job Summary:

The Administrative Assistant provides high-level support to the Executive Director and plays a key role in performing administrative tasks, and communication processes to ensure the efficiency of the organization. This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities. The Kennett Area Senior Center is a non-profit, vibrant and active community center providing services to adults age 50 .

Key Responsibilities:

1. Office & General Administration

• Schedule meetings, and coordinate appointments.
• Organize and maintain electronic and physical files.
• Handle incoming communications, including emails, phone calls, and mail.
• Maintain office supplies and order necessary materials.
• Ensure compliance with licensing, inspections, and facility maintenance requirements.
• Complete monthly AED machine test of batteries.
• Research topics as needed.
• Assist with miscellaneous projects as needed.
• Provide occasional coverage at the Greeter’s desk
• Provide occasional assistance at produce distribution.

2. Finance & Bookkeeping Support

• Organize and file vendor invoices and payment records.
• Assist with preparation for quarterly internal audits and annual external audit.
• Assist in monitoring donations and issuing software produced donor acknowledgment letters.
• Collect and electronically package documents for monthly finance committee meetings.
• Prepare and make bank deposits.
• Prepare monthly invoice for county payment of congregate meals served.
• Prepare and transmit Chester County Department of Aging Service monthly report.

3. Human Resources

• Facilitate background checks, training certifications, and compliance tracking.
• Collect required new hire documents.

4. Marketing & Communications

• Help manage social media accounts and schedule posts.
• Produce auto-generated donor gift acknowledgement letters from donor management software.
• Update answering machine as needed.

5. Event & Fundraising Support

• Assist with KASC facility rental, including giving tours, collecting necessary information from prospective renters and creating rental agreements.
• Maintain the KASC space rental spreadsheet.
• Assist with administrative tasks required for event planning and execution.
• Track event revenue and expenses and compile post-event reports.
• Track grant application and final report deadlines.
• Maintain a schedule of and monitor donor stewardship tasks.
• Assist with appeal mailings.

6. Board & Committee Support

• Collect and electronically package documents for monthly Board Meetings.
• Maintain a copy of all meeting documents in DropBox.
• Collect annual documents required from Board Members.
• Assist with maintenance of new Board Member orientation materials.

7. Facilities & Compliance Support

• Monitor facility maintenance schedules and coordinate vendor services.
• Schedule required inspections and maintain documentation.

8. Other Duties

Performs other related duties as assigned to support the organization’s goals and operational needs.

Qualifications & Skills:

• 2 years of administrative support experience (nonprofit experience a plus).
• High School Diploma
• Strong organizational and time-management skills.
• Proficiency in Microsoft Office (primarily Word and Excel), and database use.
• Prefer experience with social media and email marketing tools.
• Ability to handle sensitive information with confidentiality.
• Excellent written and verbal communication skills.
• Ability to multitask and work independently.

Personal Characteristics:

• Well-organized
• Enjoys a diverse range of tasks
• Enthusiastic and energetic
• Compassionate
• Good listening skills
• Patient
• Common Sense
• Flexible
• Resourceful
• Ability to maintain confidential information
• Self-starter
• Works well in teams

Certificates, Licenses, Registrations:

CPR/AED & First Aid training is mandatory

Work Environment & Schedule:

• In-office position.
• Occasional evening or weekend work may be required for events.

Compensation & Benefits:

• Hourly Rate: $18.00
• Benefits: Holiday paid time off (commensurate with work schedule and number of hours typically worked)
• Sick Time – 48 hours/year, accrued at a rate of 4 hours/month
• Personal Time – 16 hours/year, accrued at a rate of 4 hours/month
• Vacation Time – 48 hours/year accrued at a rate of 4 hours/month

Kennett Area Senior Center is committed to creating a diverse and inclusive environment and is an equal opportunity employer. In compliance with applicable federal, state and local law, all qualified applicants will receive consideration regardless of race, color, religious creed, national origin, ancestry, age, gender, pregnancy, sexual orientation, gender identity, age, marital status, familial status, disability or genetic information, Kennett Area Senior Center hires and promotes individuals solely on the basis of their qualifications for the job to be filled.

The Center reasonably accommodates qualified individuals with disabilities to enable them to receive equal employment opportunity and/or perform the essential functions of the job, unless the accommodation would impose an undue hardship to the organization. This applies to all applicants and employees.

Kennett Area Senior Center also provides a work environment in which each employee is able to be productive and work to the best of his or her ability. We do not condone or tolerate an atmosphere of intimidation or harassment. We expect and require the cooperation of all employees in maintaining an atmosphere free from discrimination and harassment with mutual respect by and for all employees and applicants.

Job Type: Part-time

Pay: $17.00 - $18.00 per hour

Expected hours: 18 per week

Benefits:

• Paid time off

Schedule:

• Day shift

Work Location: In person

Salary : $17 - $18