Sr. Administrative Assistant

Sr Administrative Assistant

Project SERVE (Service- Empowerment-Revitalization-Validation-Employment Training) is a major community service and job-training initiative lead by Living Classrooms Foundation. Project SERVE provides on the-job training for unemployed and disadvantaged adults, many of whom have been recently incarcerated. The major goals are to positively impact communities with direct services; provide workforce development; increase education and service-learning opportunities; help keep city neighborhoods clean and safe by decreasing environmental hazards and risks to public safety; and help provide housing renovations for low-income residents.

Project SERVE is funded by grants from various organizations/foundations, work contracts with Baltimore City, and private businesses/individuals. The Project SERVE

Sr Administrative Assistant is responsible for assisting the Program Director with all necessary duties related to the oversight of office and program duties.

Responsibilities:

o Assisting with tracking data required for funders

o Will work closely with the Project SERVE Director for all his/her/their administrative and scheduling needs, maintaining calendar efficiently, and will report to the Project SERVE Director

o Track high-priority initiatives for the Project SERVE Director to identify existing or potential obstacles

o Managing member sign in process each morning - including collecting temperatures, and tracking attendance & punctuality

o Assist with regular correspondence with a high level of accuracy

o Managing Project SERVE phone lines - including the main office line and the recruitment line, taking notes and forwarding messages as needed

o Return all calls to individuals calling with membership inquiries

o Working in collaboration with the Senior Case Manager to schedule potential program members for information sessions, orientations, and more.

o Gathering payroll time sheets for program members, and ensuring correct coding, and hours

o Manage personnel action forms for all new hires, terminations, and any other member related changes

o Communicate with walk-ins and visitors

o Assisting with monthly or quarterly invoices

o Invoicing for work contracts, keeping an accurate log of invoices and track that they are being paid, following up on unpaid invoices, making sure accounting is copied on invoices sent out for their AR records

o Understanding accounting codes and coding expenses and salaries properly and in-line with program/grant budgets

o Keeping accurate petty cash records and submitting w/receipts on time to accounting

o Tracking all expenses and making sure they are in line with grant and inhouse budget plans

o Purchasing of program supplies as needed

o Processing purchase orders, coding expenses properly

Requirements:

o Three plus years of administrative experience preferred

o Ability to thrive in a fast-paced environment and meet tight deadlines, working on multiple concurrent programs requiring gathering, design, and project planning/management

o Attention to detail and strong organization and time management skills are a must

o Should be proficient with MS Office (Word, Excel, and Outlook) with experience with Office 365, preferred Salesforce knowledge

o Excellent customer service and interpersonal skills

o Needs to be flexible with work schedule in support of events and deadlines

o Ability to critically assess challenges and identify effective solutions

o Should be proactive, resourceful, and efficient with a high level of professionalism and confidentiality to help ensure quality results

o Must be focused, motivated to learn, flexible to change, and take the initiative to always maintain a strong work ethic

o Must be able to work independently as well as part of a small team

o Ability to multi-task in a fast-paced and, at times, demanding environment

While performing the duties of this job, the employee is regularly required to sit, stand and walk. The employee is required to use hands to handle or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and talk or hear. The employee must regularly lift and /or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.

Living Classrooms Foundation is an Equal Opportunity Employer. All persons are encouraged to apply.