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Administrative Assistant
Administrative AssistantMat-Su Services for Children & Adults • Wasilla, AK, US
Administrative Assistant

Administrative Assistant

Mat-Su Services for Children & Adults • Wasilla, AK, US
30+ days ago
Job type
  • Full-time
Job description

Job Description

Job Description

_______________________________________________________________________________________________________________________

Mission : To enter into partnership with individuals and families, delivering excellent support services and building community by promoting dignity, respect, independence and diversity.

Core Values : Person-centered, Choice, Respect, Excellence, Advocacy, and Teamwork

_________________________________________________________________________________________________________________________

Position Summary : The Administrative Assistant provides comprehensive administrative, communication, and coordination support to the Executive Director and senior leadership, helping ensure efficient operations and positive stakeholder relationships.

Essential Functions and Tasks :

  • Understand, practice, and promote the vision and core values of Mat-Su Services for Children & Adults.
  • Maintain organized record-keeping and filing systems for the Executive Director.
  • Prepare, edit, and distribute reports, correspondence, and other documents.
  • Manage databases, including updates and creation of new systems.
  • Assist with grant preparation, proofing, and submission.
  • Record, transcribe, and distribute meeting minutes for management, committees, and other groups.
  • Complete special projects such as fundraising campaigns and community events.
  • Handle calls, emails, and correspondence on behalf of the Executive Director.
  • Draft professional letters, memos, and reports.
  • Maintain positive, professional interactions with staff, board members, community partners, and the public.
  • Present information clearly to diverse audiences, including staff and stakeholders.
  • Manage the Executive Director's calendar and schedule meetings.
  • Prepare agendas and materials for Board of Directors, management, and committee meetings.
  • Track RSVPs, confirm quorums, and coordinate meeting logistics.
  • Arrange travel and conference registration for the Executive Director and management team.
  • Plan and coordinate agency events such as staff gatherings and community presentations.
  • Foster a cooperative, team-oriented work environment.
  • Provide occasional coverage for other administrative roles, such as receptionist.
  • Other duties as assigned.

Qualifications

Education

  • High School Diploma or equivalent.
  • Associates Degree in business or a related field.

    • Experience

  • 3+ years' experience in clerical and secretarial.
  • 2+ years' of experience at the administrative assistant level.
  • Bookkeeping experience preferred.
  • Experience working in a non-profit or mission-driven environment preferred.

    • Knowledge, Skills and Abilities Required

  • Proficient with standard computer operating systems. Ability to navigate Microsoft Office Suite, online databases, and other programs and websites as required.
  • Accurately type a minimum of 40wpm and possess efficient 10-key and data entry skills.
  • Willingness and ability to attain a CPR / First Aid Certification.
  • Can maintain confidentiality while understanding and complying with requirements of mandated reporting, duty to warn, HIPAA, and other limits to confidentiality.
  • Have the willingness and ability to work outside of normal business hours as well as Holidays and weekends as needed.
  • Ensure compliance with all MSSCA required ongoing trainings, certifications and background checks.
  • Demonstrate the ability to work both independently and as part of a team.
  • As needed possess a current and valid driver's license.

    • Driving record to be assessed by HR.

    Licensure, Certification, Registrations and pre-hire requirements : A current TB test, valid Alaska driver's license with two (2) years driving experience, and proof of automobile insurance must be submitted prior to employment. Successful candidates must pass federal, state and local background checks Candidate must also provide three (3) verifiable references.

    Work Environment :

  • Environment : Majority of work will be performed in an office environment with florescent lighting and minimal opportunities for exposure to natural lighting throughout the workday. Moderate exposure to food / cooking odors. Dense staff population often requires sharing workspaces with minimal personal space and noticeable exposure to conversations and other distractions. Some driving with various road conditions may be required with exposure to a variety of temperatures and walking surfaces.
  • Hazards : Exposure to repetitive motion during data entry requires a high level of compliance with best practices of ergonomics, body mechanics and suggested breaks. May have exposure to blood and body fluids during the occasional performance of 1st Aid or CPR. This position may require de-escalating verbally or physically aggressive individuals. Unpredictable employee interactions are also possible.

    • This job description is not an employment agreement between MSSCA and the employee; and is subject to change as the needs of the Agency and requirements of the job change.

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    Administrative Assistant • Wasilla, AK, US