Administrative Assistant

Job Description

Job Description

Salary : $17.50 / hr.

TRAILS Ministries, Inc. offers a holistic, faith-based approach to assisting those impacted directly or indirectly by the trauma of incarceration. This process begins during an individuals incarceration, for both themselves and their families, and continues through the redeeming processes of restoration and reunification.

Reports To : Director of Development

Dress Code : Professional

Job Purpose : The administrative needs of the ministry has grown exponentially. Assistance is vital to the growth of TRAILS and will be utilized across all programming and organizational functions. The Administrative Assistant will work closely with the Executive Leadership Team in various capacities to build TRAILS record keeping, reporting processes, invoicing procedures and other duties as requested. This is a part-time position beginning with 15-20 hours per week. Flexibility is considered and will vary depending on the agencys needs and priority of projects. Most responsibilities will require in-person presence, but some remote work may be assigned.

Duties and responsibilities :

• Provides administrative support to ensure the efficiency of program operations
• Answers phone calls, schedules meetings and supports visitors when assigned to front desk duties
• Conduct onboarding and offboarding for TRAILS and maintain TRAILS HRIS system
• Work closely with TRAILS HR Consultants to provide consistent implementation of professional guidance
• Maintain personnel clearance checks and other time-sensitive credentialling
• Assist in obtaining all required accounting backup documentation
• Carries out administrating duties such as filing, typing, copying, binding, scanning, etc.
• Work with the IT Department to ensure regular back-up of agency data
• Helps develop and maintain internal company policies and procedures
• Tracks and sends invoicing to outside and intra-company partners
• Work with IT and Department Coordinators to create and maintain equipment and program inventories
• Maintain agency supply stock
• Makes and confirms all professional travel arrangements, engagements and events for staff and agency
• Keep the Executive Leadership team informed daily of any concerns or problems concerning the agency
• Other duties as assigned by Executive Leadership.

Professional Requirements :

Physical Requirements :

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