Senior Administrative Assistant

Upbring Senior Administrative Assistant

At Upbring, our team is united by a shared mission : to break the cycle of child abuse and advance the wellbeing of children, families and communities, empowering them to thrive. As servant-leaders, we lead by example, working passionately to create a brighter future for those we serve. Every day, we strive to embody our core values :

We are Warriors : Fierce, resilient, and courageous, we face challenges head-on with unwavering loyalty and passion.

We are Servants : We dedicate ourselves to serving others, empowering those around us to thrive.

We are Family : We work together as a supportive, caring community, creating a sense of belonging and strength.

Joining Upbring means becoming part of a family of passionate individuals who are fearless in their pursuit of lasting change. Together, we are making a difference, one life at a time.

Your Mission in Action

The Senior Administrative Assistant will provide administrative and clerical support to Head Start senior management to enable leadership to focus on advanced responsibilities. This position is primarily responsible for assisting in the management of financial tasks and providing support for the overall efficiency of the organization. This includes supporting the leadership team with daily financial operations, preparing reports, maintaining records, processing invoices and payments, and assisting with budgeting and forecasting processes. The individual in this role will help ensure compliance with policies and procedures and contribute to the smooth functioning of the organization's systems.

Responsibilities

• Perform tasks within established deadlines and with the greatest accuracy possible while maintaining confidentiality in all aspects of job duties
• Review and code Head Start expenses; oversee departmental spending; track expenditures; audit departments purchasing and vendor costs; make recommendations for improvement
• Complete data entry and ensure the organization's databases stay accurate, up-to-date and organized; preparation of reports upon request
• Maintain physical and digital records and files to meet department and facility needs and compliance with regulatory requirements
• Prepare monthly budget reports and monitor department spending; assist in preparation of department's annual budget
• Track, review, and process all Head Start financial related invoices, statements, and expense reports; follow up as needed
• Coordinate and manage events of varying sizes and purposes
• Operate various software, including Microsoft 365, spreadsheets, databases, and presentation software
• Review lease agreements, memorandums of understanding (MOU), incoming memos, submissions, and distributing them as needed
• Manage calendars, schedule appointments, coordinate travel arrangements, and handle correspondence for leadership members as needed

Qualifications

Minimum Qualifications

Preferred Qualifications

Travel

Perks at Upbring

Physical Demands & Work Conditions

The physical requirements for this position with or without reasonable accommodation are representative of those that must be met by an employee to perform the essential functions of this position successfully. While performing this position the employee with or without reasonable accommodation should have the ability to walk, stand, sit, kneel, speak, and hear with aid, see, read, reach with arms and hands, lift and / or move up to specified weight, and use equipment that is essential to performing the job, such as a computer, copier, fax machine, telephone, and automobile, if applicable. Specific vision requirements of this position may include color vision, seeing things close up, and the ability to adjust focus.

Upbring is an Equal Employment Opportunity / AA Employer and does not discriminate on the basis of race, color, ancestry, religion, age, sex, sexual orientation, gender, pregnancy, marital status, national origin, genetic information, physical or mental disability, military or veteran status, or any other characteristic protected by applicable federal, state, or local law.