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Administrative Assistant

Partnership With Native Americans
Rapid City, SD
  • Expired: October 31, 2022. Applications are no longer accepted.
Job Description
Title: Administrative Assistant

Classification: Non-Exempt/Hourly

Report To: Operations Manager/LTS Manager/Director of Programs

Location: Rapid City, SD

General Position Summary:

Provide general administrative support to Programs (Material Service and Long-term Solutions) including warehouse team.

Support time reporting (Payroll) and Human Resources functions, ensuring accuracy and efficiency. Collect and compile relevant project information

Essential Functions:

  • Provide financial reports, invoices, and bills to finance on a daily, weekly, and monthly basis.
  • Ensure effective and regular communication with your manager(s). Report problems and issues appropriately, providing timely feedback on challenges that prevent accomplishing goals.
  • Request checks from finance as needed.
  • Handle all incoming calls professionally and take thorough and accurate messages and route to appropriate individuals in a timely manner.
  • Sort and distribute company mail. Handle UPS, FedEx, USPS accounts and file receipts. Prepare outgoing mail. Texas weekly and Virginia bi-weekly.
  • Maintain professional relationship with program partners, answering questions and providing them with needed information.
  • Update, maintain, and ensure accuracy of all office databases and files including program partner and vendor information.
  • Ensure that copies of program document packets are available for drivers to deliver to partners.
  • Provide photos, stories, releases, etc. collected from program staff to Program Information Coordinator.
  • Establish and maintain electronic files for all program documents. Post as necessary.
  • Collect and compile program data from requests and reports monthly. Ensure the accuracy of the data collected. Provide data to program manager for interpretation and reporting.
  • Upgrade and maintain the paper filing system in the office.
  • Maintain supply of program partner information packets with Outreach Program Coordinator.
  • Manage the flow of paper request and report forms in the office. Route paper to the appropriate staff and ensure essential documents do not get lost.
  • Maintain file on elderly program participant lists by community for BnB Program.
  • Attend and take minutes during staff meetings. Provide to staff in timely manner. (Post on "O" drive in timely manner.)
  • Coordinate staff travel plans. Research and negotiate prices on hotel and meeting rooms. Provide confirmation to staff.
  • Update office and program activity calendar. Remain knowledgeable of all office events, travel schedules, deliveries, etc.
  • Complete all clerical assignments in a timely manner.
  • Maintain copies of personnel forms and paperwork. Prepare new hire and orientation packets. Provide originals, updates forms and change of employee status to Human Resources. Maintain the employee eligibility schedule for Dental, Life Insurance, and Medical.
  • Monthly Responsibilities:

  • Know how to put together hospital packets that include note card, phone card, hospital meal vouchers and vendor meal vouchers monthly.
  • Run end of month reports in Acumatica to compile data and Prepare Monthly Monitoring Report and Dashboard Report to submit to Operations Manager and LTS Program Manager.
  • Pass reports and receipts to program manager for payment.
  • Record lessons learned.
  • Record all incoming requests and reports, make copies and give to the appropriate person.
  • Record all requests on the activity log, faxes and report tabs.
  • Record new program partners on the program partner and profile tab.
  • Fax request forms to program partners when requested by shipping coordinators.
  • Collect applications for and enter application information for the following programs: Hospital, Breakfast in a Bag, Winter Fuel, Project Grow.
  • Greet in-house volunteers, provide them with their paperwork and take them to the warehouse to be directed on their task.
  • Take volunteers to the warehouse to select items for point redemption.
  • Prepare lunch and snacks for in-house volunteers.
  • Maintain volunteer database for in-house and field volunteer information, addresses, phone numbers, etc.
  • Distribute Electronic newsletter
  • Other duties as assigned.

Experience and Skills
  • High School Degree - college degree preferred
  • 4 years previous administrative responsibilities
  • Must be able to read, write, speak and understand English
  • Detail oriented and highly organized
  • Excellent Customer Service abilities
  • Intermediate to advance experience in all MS Office products
  • Experience setting up office information (filing) systems
  • Valid driver's license and good driving record

Job Benefits
* 4 day work week, Monday through Thursday, Friday's off!

* Full benefit eligibility after 30/60 days of employment. Benefits include Health, Dental, Vision, and Life.

*Company paid basic life insurance.

*Company paid short- and long-term disability insurance.

* 401k eligible after 6 months of employment, completely vested with company contribution 4% of hourly/salary

* Vacation -80 hours in 1st year.

* Personal Time-40 hours in 1st year.

* 11-13 paid holidays annually.

Partnership With Native Americans


Rapid City, SD
57700 USA