Administrative Secretary

Job Title: Administrative Secretary (Part-Time)

Reports To: Executive Director

Job Summary:

The Administrative Assistant’s primary role is to provide support to the Executive Director by assisting with daily office and clerical needs. Responsibilities include communication, answering messages, email correspondence, creating and maintaining office documents, and assisting with volunteer scheduling. Additionally, this role involves supportive tasks related to the case management process, as outlined in the position’s expanded responsibilities.

Key Responsibilities:

Administrative Support:

• Manage and maintain the Executive Director’s schedule, including keeping track of meetings, appointments, and setting reminders.
• Assist with scheduling and maintaining the volunteer schedule.
• Support the Executive Director with tasks related to the case management process.
• Prepare, proofread, and distribute documents as needed.
• Handle sensitive information with confidentiality and discretion.

Office Operations:

• Ensure smooth office operations by handling general administrative tasks.
• Organize and maintain files, records, and databases for easy retrieval.
• Assist in maintaining compliance with record-keeping regulations.

Communication:

• Serve as a point of contact for internal and external communications, assisting the Executive Director with case management-related phone calls and client interactions.
• Make and return calls and handle other communications as needed.
• Support communication with volunteers, particularly regarding shift scheduling.
• Assist the Executive Director in preparing presentations and meeting materials, as guided.
• Greet and assist visitors on campus, while managing access and screening individuals who wish to meet with the Director as necessary.

Other Duties as Assigned:

• Support special projects and initiatives as needed.
• Provide assistance to team members.
• Supply coverage in the main building when needed.

The scope of the Administrative Assistant role was expanded to include supporting the Executive Director in case management operations. This addition leverages the current employee’s medical field experience, which was recognized as a valuable asset to enhancing the effectiveness of the case management program.

Vetting Requirements

This individual must exhibit a high level of professionalism and possess excellent written and verbal communication skills, essential to interacting with donors, board members, clients, staff, and volunteers. This individual is a self-starter, extremely organized, has a keen eye for detail, and highly developed problem-solving skills. Must have ministry volunteer experience, must have knowledge of basic computer skills, including knowledge of Microsoft Office programs.

• Strong organizational and time-management skills.
• Excellent verbal and written communication abilities.
• Proficiency with office software (e.g., Microsoft Office Suite, Google Workspace).
• Ability to handle sensitive information with confidentiality and professionalism.
• Experience in administrative support or similar roles preferred.
• Added skills related to case management services

Other Requirements:

• 2-year degree, or equivalent certificate preferred
• Ministry leadership experience preferred.
• References must include a written letter of recommendation and the full contact information of at least three additional references.
• Must submit to a Background Check

The current position of Administrative Assistant and job description customized by the Executive Director to create a position that fits her specific needs. The Executive Director requested the help of the Board of Directors in providing a hiring committee to assist in interviewing candidates and to provide feedback on their suitability for the position.

Please send resumes to hr@oasiskpt,.org

Job Type: Part-time

Pay: $13.50 - $14.00 per hour

Expected hours: 20 per week

Schedule:

• 4 hour shift
• Monday to Friday
• No weekends

Work Location: In person

Salary : $14 - $14