What are the responsibilities and job description for the Administrative Assistant position at Rock Valley Community Programs, Inc.?
️ We're Hiring: Administrative Assistant (Full-Time)
Location: Rock Valley Community Programs, Inc. – Administration Department
Status: Non-Exempt | Reports To: Director of Human Resources
Keep our operations running smoothly—be the heartbeat of the organization.
About the Role:
The Administrative Assistant is a critical support position serving the Leadership team and overall agency operations. From managing confidential tasks and greeting visitors to keeping records tight and supplies stocked, this role is perfect for a detail-oriented, organized, and professional multitasker who thrives in a fast-paced environment.
If you’re someone who takes initiative, communicates clearly, and has a polished presence—this role is for you.
Key Responsibilities:
Administrative Support
- Provide administrative, clerical, and technical support to the Leadership team
- Prioritize workload and communicate barriers to deadlines
- Compose and route correspondence, reports, and meeting minutes
- Revise internal forms and process Employee of the Month (EOM) and ICU documentation
- Maintain office equipment and track service needs
- Handle cash receipts and petty cash logs accurately
- Scan and verify administrative documents for data accuracy and secure upload
- Log incoming packages and manage administrative filing systems
Reception & Front Desk Duties
- Screen and direct calls, visitors, and inquiries professionally
- Ensure visitors check in with proper identification
- Sort and distribute incoming mail daily
- Log and acknowledge donations
- Manage event calendars and order business cards and name plates
Supply & Inventory Management
- Order and restock agency office supplies as needed
- Maintain updated inventory logs and ensure appropriate labeling
Compliance & Collaboration
- Stay familiar with agency programs, policies, board members, and office procedures
- Work with the Training Coordinator to support compliance and policy awareness
- Maintain positive, collaborative relationships with all departments
- Support department goals with professionalism and follow-through
✅ What We’re Looking For:
- High school diploma or equivalent required
- Minimum two years of administrative experience
- Proficient in Microsoft Office Suite (Word, Excel, Internet Explorer)
- Excellent grammar, spelling, arithmetic, and communication skills
- Knowledge of modern office practices and record-keeping systems
- Ability to multitask in a fast-paced environment
- Professional demeanor, dependable work ethic, and strong interpersonal skills
- Demonstrated ability to work independently and with a team
- Fast learner who adapts easily to new tasks and systems
- Ability to maintain confidential records and prepare professional reports
- Ability to pass background screening and all pre-employment requirements
Physical & Role Requirements:
- Successfully pass state and federal background checks
- Valid driver’s license with good driving record
- Pass pre-employment physical, urine drug test, and TB test
- Reasonable accommodations available for qualified individuals
Why Join Us?
- Meaningful and mission-driven workplace
- Opportunities for professional development
- Supportive leadership and positive work environment
- Full-time role with consistent scheduling and organizational visibility
EEO Statement:
Rock Valley Community Programs, Inc. is an Equal Opportunity Employer. We are committed to creating an inclusive environment for all employees and applicants. All qualified individuals will receive consideration without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status, or any other protected status.
