Find & Apply For Office / Administrative Assistant Jobs in Princeton, West Virginia

JOB TITLE

Administrative Assistant Hours:

Full-time, 40 hours per week, M-F, 9-5:00

Starting Pay Scale:

Bachelor's degree, less than 3 years relevant experience: $43,000 Bachelor's degree, 3-5 years relevant experience: $46,000 Bachelor's degree, 5+ years relevant experience: $50,000 Position specifics: non-exempt, salaried position entitled to all employee benefits (paid vacation and sick leave, paid holidays, health, dental, vision and life insurance, retirement plan and employment incentives including wellness program).

JOB DESCRIPTION

The Administrative Assistant provides administrative, financial, human resources, grant, and operational support to the Executive Director and the entire Child Protect agency. This position assists with the day-to-day administrative functions of the Child Advocacy Center and Family Support Center, helping maintain accurate records, efficient internal systems, timely reporting, and organizational compliance. The Administrative Assistant will support the day-to-day operations of Child Protect of Mercer County, Inc.'s Child Advocacy Center (CAC) and Family Support Center (FSC), working collaboratively with the Executive Director, CAC Program Director, FSC Program Director, and agency staff. The ideal candidate will be highly organized, detail-oriented, dependable, and committed to supporting the mission, vision, and philosophy of Child Protect. Essential Job Functions 1. Administrative and Office Operations Provide administrative support to the Executive Director and agency staff. Develop and maintain organized electronic and paper filing systems in accordance with agency policies and applicable retention requirements. Oversee and maintain office equipment and supplies. Serve as the primary point of contact for building maintenance and office-related issues. Coordinate logistics for board meetings, committee meetings, staff meetings, community meetings, and agency events. Support the development, maintenance, and implementation of agency policies, procedures, and internal administrative systems. Maintain professional and effective working relationships with staff, community partners, and the public. 2. Financial Administration and Budget Support Support the Executive Director with day-to-day financial operations as assigned Assist with annual budgeting processes and monthly budget-to-actual tracking. Monitor spending and maintain organized fiscal records. Process monthly bills, invoices, and agency payments in accordance with established procedures. Coordinate e-payments and maintain supporting financial documentation. Assist with payroll processing, payroll documentation, tax filings, and year-end reporting. Reconcile monthly credit card statements and supporting receipts. Assist with the maintenance of financial records and grant fiscal documentation. Support the implementation and maintenance of internal financial controls. Assist with annual audit preparation, including gathering financial records and responding to auditor requests. Coordinate and maintain Medicaid billing processes when Child Protect is certified and authorized to provide Medicaid-billable services. 3. Grant Administration, Reporting, and Compliance Provide administrative and financial support for agency grant programs, including both state-level and federal-level and other relevant funding sources. Work collaboratively with the Executive Director and Program Directors to support grant implementation, reporting, and compliance. Maintain organized grant files, fiscal records, and supporting documentation. Assist with grant budget tracking and financial reporting. Support the preparation of financial grant reports and funder documentation. Track grant reporting deadlines and maintain documentation necessary to meet funding requirements. Assist with gathering data and preparing reports for leadership, the Board of Directors, and funding sources. Support agency readiness for audits, monitoring visits, and other compliance reviews. Assist with grant-related administrative tasks and other funding requirements as assigned. 4. Data, Donor, and Fundraising Support Maintain and update the agency donor database and mailing lists. Document donations and prepare donor acknowledgment letters. Coordinate mass mailings, including direct mail campaigns, fundraising events, and newsletters. Assist with gathering and compiling feedback through the Outcome Measurement System (OMS) evaluation tools. Support the preparation of agency data reports and internal tracking documents. Maintain accurate and organized records related to agency fundraising and donor activities. 6. Additional Responsibilities Attend and participate in staff meetings, trainings, and agency events as required. Maintain confidentiality of all client, employee, donor, financial, and agency information. Perform other duties as assigned by the Executive Director. Qualifications a. Required Bachelor's degree, preferably in business administration, accounting, finance, human resources, nonprofit management, or a related field. Relevant experience in office management, financial administration, nonprofit operations, or human resources support. Demonstrated experience with budget tracking, financial reporting, payroll coordination, and bookkeeping functions. Strong proficiency in Microsoft Office, Google Workspace, Excel/spreadsheets, QuickBooks, and other relevant office software. Excellent attention to detail, organizational skills, and follow-through. Ability to manage sensitive and confidential information with discretion and professionalism. Excellent written and verbal communication skills. Ability to work independently and collaboratively as part of a team. Reliable transportation, valid driver's license, and proof of automobile insurance. Ability to successfully complete required criminal background and child abuse registry checks in accordance with applicable law and agency policy. b. Preferred Experience working in nonprofit operations. Experience with grant administration and compliance. Familiarity with audit preparation and documentation. Working knowledge of human resources practices, including personnel files, onboarding, and benefits administration. Experience with accounting and payroll systems. Experience with QuickBooks and Medicaid billing processes. Core Competencies Highly organized and deadline-driven. Excellent oral and written communication skills. Strong analytical and problem-solving skills. Professional demeanor and sound judgment. Improvement mindset with a focus on strengthening systems and processes. Ability to remain calm under pressure and prioritize multiple responsibilities. Ability to maintain effective and harmonious working relationships with agency staff, the public, and professionals from other disciplines. Ability to maintain confidentiality and exercise discretion. Ability to demonstrate professional behaviors and leadership skills that support the mission, vision, and philosophy of Child Protect. Ability to work effectively both independently and as part of a team.

Direct Supervisor:

Executive Director Please submit

Resume and Cover Letter Pay:

$43,000.00 - $50,000.00 per year

Benefits:

401(k) Dental insurance Health insurance Life insurance Parental leave Tuition reimbursement

Work Location:

In person