Administrative Assistant

Summary The Administrative Assistant provides comprehensive administrative and clerical support to the Individual and Family Services (IFS) Department at JFCS. This position is primarily based at the Northeast (NE) Services Hub, with the potential to expand support to the Older Adults Senior Hub once it opens.

The Administrative Assistant supports professional staff and the Department Director by performing a variety of administrative functions that require accuracy, organization, and sound judgment under general supervision. This role works collaboratively with other administrative support staff and may provide cross-departmental support as needed to meet agency needs.

Key Responsibilities Administrative & Front Desk Support

• Provide administrative and clerical support to the IFS team.
• Serve as front desk support at the NE Services Hub at least two (2) days per week, with the possibility of increasing to three (3) to five (5) days based on programmatic needs.
• Greet and assist clients and visitors in a professional, welcoming manner; notify staff of arrivals and assist with time-sensitive communications.
• Provide phone coverage in coordination with Care Navigation staff, including routing calls and addressing administrative inquiries.
• Assist with scheduling, confirmation, and coordination of appointments, groups, workshops, and programs.

Client Registration, Documentation & Data Entry

• Support client intake and registration processes, including completion and review of required paperwork prior to service delivery.
• Enter and maintain accurate client-related information in Electronic Health Record (EHR) and other agency systems in a timely manner.
• Document client-related communications in accordance with agency policies, including financial assistance requests and approvals.
• Assist with support group and program registrations, RSVPs, and attendance tracking.

Administrative Operations & Financial Support

• Process incoming bills, verify accuracy, enter relevant data into agency systems, and prepare invoices for payment; communicate with vendors as needed to resolve discrepancies.
• Receive and process client payments according to agency procedures, including preparing deposits and cash receipt logs when required by location.
• Coordinate and prepare large mailings and maintain mailing lists.
• Maintain office filing systems, photocopying, scanning, and document organization.
• Sort and distribute incoming mail; prepare outgoing mail and accept deliveries as needed.
• Maintain office supply inventory and place orders as necessary.

General Support

• Create and maintain documents, spreadsheets, and reports using Microsoft Word and Excel, ensuring accuracy and professional formatting.
• Assist with special projects and additional administrative tasks as assigned.
• Liaise with internal departments and external agencies as required to support departmental operations.
• Participate in required trainings, including Trauma-Informed Care, and apply those principles in administrative interactions with clients and staff.

Additional Responsibiities

• Performs other related administrative duties as assigned to support departmental and organizational operations, consistent with this position's essential functions.

Education & Experience Requirements

• High School Diploma required; Associate's Degree, business school certificate, or equivalent education strongly preferred.
• Two (2) to three (3) years of relevant administrative or clerical experience required; nonprofit or human services experience preferred.
• Proficiency with Microsoft 365 applications (Word, Excel, Outlook, PowerPoint).
• Experience working with databases or electronic records systems preferred.
• Ability to type at least 50 words per minute.

CORE COMPETENCIES

• Strong customer service skills with the ability to interact respectfully and professionally with diverse clients, staff, and partners.
• Clear and effective verbal and written communication skills.
• Strong attention to detail and accuracy.
• Demonstrated initiative, adaptability, and ability to manage multiple tasks.
• Ability to learn and use new software and administrative systems.
• Basic math, spelling, and grammar proficiency.

Additional Requirements

• Successful completion of required criminal background check, child abuse clearance, and FBI fingerprinting, in accordance with state and agency requirements.
• This position requires the ability to report to and work at multiple JFCS locations.
• Valid driver's license and reliable transportation if driving is required for assigned job duties.
• Reliable transportation is required; travel may be achieved with or without a driver's license.
• Reasonable accommodations may be made to enable individuals with disabilities to fulfill travel requirements.
• Availability to work occasional evenings and weekends based on program needs.
• Must meet the requirements of the Agency's vaccination policy at the time of hire and maintain compliance with the policy as required thereafter, subject to applicable laws and approved accommodations.
• All prospective employees must pass a criminal background check, child abuse check and FBI fingerprint clearance.

Benefits 403(b)

403(b) matching

Dental insurance

Employee assistance program

Flexible spending account

Health insurance

Life insurance

Paid time off

Parental leave

Referral program

Retirement plan

Tuition reimbursement

Vision insurance

Schedule Monday to Friday

(evening and weekends, as needed)