Administrative Assistant Vacancy at Save the Children: Hourly Salary Range: $14.92 USD to $22.38 USD
Job Details
- Job Category: Head Start
- Requisition Number: ADMIN007192
- Position Title: Administrative Assistant
- Position Structure: Administration
- Employee Type: Full-time Regular
- Supervisor Title: Program Director
- Division: United States Programs
- Child Safety: Frequent Contact
- Full-Time (On-site)
- Hourly Range: $14.92 USD to $22.38 USD
- Location: Portland, IN 47371, USA
Summary
Under the Save the Children direction of the Program Director with a dotted line to the Advisor 1, Finance & Operations, Head Start, the Administrative Assistant performs all duties as required for the smooth operation of an administrative office and other duties including answering calls, taking and distributing messages, picking up and distributing mail, typing, word processing, faxing, and other clerical duties as it relates to the support of Program Director.
As a Save the Children employee who will come into contact with children on a routine basis, you are expected to prevent child abuse in every situation by striving, through mental awareness, good practice and training to minimize risk to children. You must take positive steps to protect children who may be a subject of concern and report and respond to any instance of child abuse and promote training and awareness around all child safeguarding obligations.
What You’ll Be Doing
Assist the Program Director with daily administrative operations, preparing reports, meeting preparations, and scheduling appointments
- Create regular reports as required or requested by the Program Director
- Open and distribute incoming mail to appropriate individuals; prepare outgoing mail.
- Support Program Director in preparation, reproduction, distribution and recording of meeting agendas, minutes, reports, and other information
- Assist in the compilation of data as needed for submitting the Program Information Report [PIR] annually by the federal government’s deadline.
- Provide input into the annual budget
- Provide fiscal support to Human Resources by ensuring that timesheet allocations are up-to-date and staff are using the correct coding and allocations on timesheets.
- Update and share budget coding and allocations as needed to staff
- Lead the review of all local nonfederal share documentation and gather all of the nonfederal share documentation monthly to be reported to National Finance team
- Work with staff and donors to correct in kind documentation as needed
- Attend meetings/trainings as needed or directed by the program director.
- Prepare documents for Policy Council Meetings
- Be the point of contact for staff with questions about submitting an advance or expense reimbursement through the Agresso accounting software
- Code and submit invoices to Accounts Payable
- Reconcile the Program’s monthly credit card
- Prepare regularly recurring reports for the Program Director and ad hoc reports as requested
- Oversee implementation of the purchasing system, including ordering, receiving, and payment of invoices.
- Be the point of contact with local vendors. Work with service, supply and equipment vendors for bids, quotes, and invoices
- Stay abreast of financials and administrative policies and procedures to include inventory control, nonfederal share, risk management and procurement oversight.
- Receive information and prepares monthly program newsletter.
- Attend meetings/trainings as needed or directed by the program director.
- Develop and create reports for Policy Council Board, community and Management on behalf of the Program Director.
- Other duties as assigned
Required Qualifications
- Associate’s degree in business administration or equivalent, plus at least one (1) year of relevant experience.
- Demonstrated administrative experience
- Professional proficiency in spoken and written English
- Professional proficiency in MS Office Suite
- Strong interpersonal, communication, and organizational skills.
- Demonstrated ability to communicate and collaborate successfully with individuals and teams at all levels, whether internal or external.
- Proven ability to multitask with demonstrated organizational skills and ability to work independently and within a team
- Demonstrated commitment to fostering an environment of diversity, inclusion, and belonging
- Physical requirements related to essential functions: ability to perform medium to heavy physical work, exerting up to 50 pounds of force occasionally, up to 20 pounds frequently, and up to 5-10 pounds constantly, performing such activities as sitting, crawling, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, and grasping. This also includes some duties that require repetitive action and motion skills, keyboarding, and computer use.
- Clear pre-employment background check requirements, including local, state, and national criminal records checks, sex offender registries, employment, and education verifications (including a child abuse registry check if required by state regulations), and pass all state and local health requirements required post-job offer and prior to employment.
- This position may require the incumbent to operate a motor vehicle to fulfill certain essential functions of the job. The incumbent should maintain a valid driver’s license and remain in compliance with any Save the Children policies pertaining to the safe operation of motor vehicles.
- Current and former Head Start/Early Head Start parents will receive preference for employment vacancies for which they are qualified.
Why you should join the Save the Children Team…
- Save the Children US offers outstanding benefits that include health, dental, vision, and life insurances; pet insurance; short-term and long-term disability coverage; an Employee Assistance Program, 403(b); generous vacation; personal sick leave; family leave; parental/adoption leave; commuter benefits; dressing for your day; and much more.
- Save the Children believes every child deserves a future. In the United States and around the world, we give children a healthy start in life, the opportunity to learn, and protection from harm. We do whatever it takes for children—every day and in times of crisis—transforming their lives and the future we share.