POSITION

: Administrative Assistant In compliance with all Federal and State labor laws and regulations, this position is classified as

Non-Exempt PURPOSE :

The Administrative Assistant provides comprehensive administrative and operational support to the South Region Technical Assistance Center by coordinating office activities, managing documentation, maintaining records, supporting staff and community, and ensuring the efficient day-to-day operations of the program.

NATURE & SCOPE

: The Administrative Assistant serves as the primary administrative support resource for the Technical Assistance Center, ensuring the efficient coordination of daily office operations and effective communication among staff, clients, and community partners. This position serves as the central point of contact while Technical Assistance Specialists (TAS) are providing services in the community. This position is primarily remote; however, regular onsite presence is required to oversee office operations. The employee must be available to report to any assigned office location as operational needs require.

RESPONSIBILITIES

: Specific responsibilities of the Administrative Assistant include, but may not be limited to:

• Providing excellent customer service delivery to the client population and community.
• Answer, screen, and direct incoming telephone calls, emails, and other communications to the appropriate staff.
• Coordinate incoming and outgoing mail, deliveries, and other office communications.
• Timely and accurate filing of data entry of program information.
• Prepare, process, and distribute correspondence, reports, forms, and other program-related documents.
• Maintain accurate electronic and physical filing systems, ensuring the confidentiality, organization, and accessibility of records.
• Assist with the scheduling, registration and documentation related to all trainings/meetings/events.
• Enter, update, and verify program data in designated databases and information systems while ensuring data accuracy and completeness.
• Place orders related to maintaining the operations of TAC, including office supplies and other supplies as required.
• Assist Director with compiling information for audits, grants, and compliance requirements.
• Order, inventory, and maintain office supplies and equipment; coordinate maintenance and vendor services as needed.
• Support Leadership with onboarding activities for new staff, including preparing workspaces, materials, and access to office resources, if needed.
• Coordinate meetings by scheduling office space reservations, preparing materials, when requested.
• Maintain effective communication between Technical Assistance Specialists, leadership, and external stakeholders to support continuity of services.
• Collaborate with Technical Assistance Community Coordinator
• Identify opportunities to improve administrative processes and recommend workflow efficiencies.
• Coordinate office operations by scheduling and monitoring facility services, including janitorial services, pest control, equipment maintenance, office repairs, and other vendor-provided services.
• Ensure service requests are completed in a timely manner and maintain communication with vendors and property management as needed.
• Perform other administrative and operational duties as assigned to support the mission and objectives of the Technical Assistance Center.

MINIMUM REQUIREMENTS/QUALIFICATIONS

:

• Minimum of Associate's degree or 2-3 years of experience working in an Administrative Assistant Role or equivalent capacity, with high proficiency in computer skills.
• Experience in working with people from diverse racial, ethnic, and socioeconomic backgrounds.
• Demonstrated sensitivity to issues of social justice.
• Demonstrated ability to work in diverse teams.
• Ability to expand communication style to multiple cultural environments.
• Ability to speak a second language is valued.
• Ability to network with other professionals within and outside the Agency on behalf of the client population.
• Willingness to utilize, share and/or develop technology skills.
• Excellent written and verbal communication skills.
• Ability to work occasional night and weekend hours within the work week.
• Knowledge of computer software, especially Microsoft Office.
• Excellent organizational skills and proactive attention to details.
• Ability to effectively manage office communications.
• Ability to develop flyers, brochures and print material.
• Valid New Jersey driver's license and insurability through AVANZAR's insurance carrier.

Job Type:

Full-time Pay:

$39,952.00 - $44,952.00 per year

Benefits:

Dental insurance Flexible spending account Health insurance Life insurance Paid time off Vision insurance

Work Location:

Hybrid remote in Hammonton, NJ 08037