Administrative Assistant

Administrative Assistant Position Description and Qualifications

ORGANIZATION SUMMARY:

Young Parents United, Inc. is a 501c3 nonprofit organization providing support services, advocacy and resource coordination designed to meet the unique needs of teen parents and their children, break destructive cycles and open the doors for growth and opportunities to achieve these successful outcomes for struggling teen parents. The organization fulfills its mission to help change the landscape for very young parents \-\- through a combination of case management, collaboration with other agencies, mentoring, child development and parenting skills training, educational programs, assistance with housing stability, high school education completion, college planning, employment assistance, homework help, childcare planning, a safety network, social connections, family activities and much more.

POSITION SUMMARY:

The Administrative assistant is an integral part of the YPU team and facilitates and supports the flow of many daily office activities and functions. The Administrative Assistant will be responsible for a variety of administrative tasks as well as other tasks providing support where needed.

PRIMARY RESPONSIBILITIES:

• Administrative Support:
• Provide general administrative support to operations, allowing other staff to focus on program delivery and client engagement.
• Organize documentation and ensure that all records related to funding, services, and compliance are accurately maintained.
• Quality Control:
• Assist in collecting and analyzing data related to service delivery to identify areas for improvement.
• Assist with the review and approval process for invoices, ensuring accuracy and compliance before submission.
• Handles organization’s database entry and other database work as assigned
• Assists with donation processing and communications with donors, donation intake / Donor receipts and thank you cards (entering, receipts, thank you letters, etc,).
• YPU staff meeting agendas and all meeting minutes / Meeting Minutes\- outside agency meetings
• Responsible for filing and maintaining office documents
• Maintain – “Free Store” inventory, Emergency Food Pantry, and in\-kind donations – includes logging and tracking items provided to families, sorting and organizing donated items: (Log food pantry items in google doc, Tally food pantry usage on a monthly basis, Compile end of the year totals,Log free store items in google doc, Tally free store usage on a monthly basis , Compile end of the year totals)
• Coordinating and scheduling volunteers and student interns
• Work Program participants oversight and tasks management
• Responsible for assisting with scheduling clients and following up with clients regarding, resume completion, prenatal appointments, school attendance, and upcoming organizational programs
• Responsible for – coordinating client transportation needs, distributing and logging bus passes for essential client appointments and organization’s programs – and scheduling Uber \- if bus transport is not available for appointment location.
• Responsible for coordinating laundry assistance and client trips to local food pantries when needed
• Respond for client inquiries and notifying appropriate staff if needed
• Assembling, Mailing, preparing program materials
• Program support for all events and meetings
• Email campaigns and event registration management
• Assist with Social media posting and outreach
• Running errands
• Stocking supplies
• Sorting and sending mail
• Answering and routing phone calls
• Greeting visitors / Remind clients and guests to sign in
• Volunteer schedule and tasks management
• Inventory and organization of office supplies and all YPU forms and files
• Track and log bus passes, petty cash, milk cards, keys
• Manage Client Files / scan and save client files electronically / event photos files
• Make enrollment packets for Case Managers
• Develop a working knowledge of YPU documentation system
• Monitor ring doorbell and buzz in clients and visitors
• Schedule to take out garbage and recyclables (This assignment is shared by all YPU staff)
• Schedule cleaning and and organizing the nursery daily (This assignment is shared by all YPU staff)
• Schedule Ubers/ assist with client transportation
• Assist with Nursery supervision \- as needed
• Set up conference room for classes \& meetings
• Assist with deliveries \- as needed
• Additional tasks delegated by Director or Case Management Supervisor

CORE COMPETENCIES:

• Passion for the organization’s mission
• Strong data entry skills
• Proficiency with Microsoft Word, Excel, PowerPoint and Outlook, Internet and Website use
• ·Experience in social media and organizational posting
• ·Excellent organizational and planning abilities
• ·Strong interpersonal communication and human service skills
• ·Ability to coordinate projects within designated timelines

SKILLS:

• Documentation skills
• Analyzing information
• Decision making
• Research skills
• Verbal communication
• Written communication
• People skills
• Resolving conflict
• Integrity
• Connecting with children
• Basic knowledge of local population demographics, assets and needs
• Basic knowledge of local community health disparities
• Demonstrated organizational and time management skills

EXPERIENCE AND QUALIFICATIONS:

• 2\+ years experience in the nonprofit sector. possess demonstrated commitment to individuals and/or families in need
• Associates Degree or above preferred
• Must have a valid in\-state driver’s license, provide current registration and insurance, and have a driving record with no more than 2 points within the last 3 years

Pay: From $23\.00 per hour

Benefits:

• Flexible schedule

Experience:

• Administatrative: 1 year (Preferred)

Language:

• Multilingual (Preferred)

Work Location: In person