Job description

Position Overview: We are seeking a highly organized and detail-oriented Administrative Assistant to support our non-profit organization, which is dedicated to serving the needs of older adults. The ideal candidate will be responsible for assisting with government contract compliance, billing for nutrition programs, reporting, providing administrative support to the CEO, supply ordering, and various other administrative tasks. This role requires excellent communication skills, strong attention to detail, and the ability to work collaboratively in a fast-paced environment.

Responsibilities:

Government Contract Compliance:

· Ensure compliance with all government contracts and grants relevant to our organization's programs serving older adults.

· Maintain accurate records and documentation necessary for compliance purposes.

· Assist in preparing reports and documentation required for contract audits.

· Billing for Nutrition Programs:

· Process billing for nutrition programs provided to older adults, ensuring accurate and timely submission of invoices.

· Collaborate with program managers and finance department to resolve any billing discrepancies.

· Maintain billing records and update relevant databases or systems.

Reporting:

· Assist in preparing reports on program activities, outcomes, and impact for both internal and external stakeholders.

· Collect and analyze data related to program performance, outcomes, and demographics.

· Support the CEO and program managers in the preparation of reports for board meetings, funders, and other stakeholders.

· Administrative Support to the CEO:

· Provide high-level administrative support to the CEO, including managing their calendar, scheduling meetings, and making travel arrangements.

· Prepare correspondence, presentations, and reports on behalf of the CEO.

· Assist with preparing materials for board meetings and other executive-level meetings.

Supply Ordering:

· Monitor inventory levels and order office supplies, equipment, and other materials as needed.

· Ensure that supplies are readily available for staff members to perform their duties effectively.

General Administrative Tasks:

· Answer and direct incoming phone calls, take messages, and respond to inquiries.

· Manage incoming and outgoing mail and packages.

· Making daily check deposits.

· Maintain organized and up-to-date filing systems for both electronic and physical documents.

· Provide general administrative support, such as photocopying, scanning, and data entry.

Qualifications:

· High school diploma or equivalent; additional certification or coursework in office administration or a related field is a plus.

· Proven experience as an administrative assistant or in a similar role, preferably in a non-profit or healthcare setting.

· Familiarity with government contracts, compliance, and billing processes.

· Strong computer skills, including proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with database management.

· Excellent written and verbal communication skills.

· Exceptional organizational and time-management abilities.

· Detail-oriented with a high level of accuracy.

· Ability to handle confidential and sensitive information with professionalism and discretion.

· Strong interpersonal skills and the ability to work effectively in a team-oriented environment.

We offer a supportive and mission-driven work environment, and opportunities for professional growth. If you are passionate about supporting older adults and possess the necessary skills and qualifications, we encourage you to apply for this rewarding Administrative Assistant position.

To apply, please submit your resume, cover letter, and any relevant certifications to olivia@thecenterboerne.org.

Job Type: Full-time

Pay: $16.00 - $17.00 per hour

Benefits:

• Paid time off
• Parental leave

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Boerne, TX 78006: Reliably commute or planning to relocate before starting work (Required)

Work Location: In person

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