Administrative Assistant

Buckner; Beaumont (TX); On-site; USD 32,000 - 45,000; Full time

Job summary

Buckner Children and Family Services in Beaumont, TX is seeking an Administrative Assistant to support the Regional Office Manager and staff by administering policies and procedures and handling a range of clerical duties.

You will manage reports, budgeting support, correspondence, donor records, and office operations while maintaining accuracy and professionalism for Buckner's community programs.

Qualifications

• High school diploma or GED required; an associate's or bachelor's degree is preferred.
• Minimum 2 years of prior office management and supervisory experience.
• Proficient English; Spanish language skills preferred.
• Experience with word processing and spreadsheets; comfortable with standard office equipment.

Responsibilities

• Provide administrative support to the Regional Office Manager and staff; maintain filing systems and prepare monthly reports.
• Oversee clerical duties and office operations; ensure a professional appearance of the Administration area.
• Coordinate communications via phone, email, and written correspondence with internal and external stakeholders.
• Handle expense reports, enrollment paperwork, and other assigned tasks.
• Maintain office equipment and ensure supplies are stocked; manage mail and deliveries.
• Process accounts payable/receivable; assist with donor records and contribution processing.
• Prepare memos, letters, and spreadsheets; ensure timely documentation.
• Support Buckner at events and other assigned functions.

Skills

Administrative support

Budget monitoring

Data entry

Communication

Bilingual English/Spanish

Education

High school diploma or GED

Associate’s or Bachelor’s degree preferred

Tools

Microsoft Word

Microsoft Excel

Email/Office systems

Job description

Buckner Children and Family Services Community: Buckner Children and Family Services
Location: Beaumont, TX - Onsite
Address: 6358 Phelan Blvd, Beaumont, TX 77706
Job Schedule: Full-Time

We are seeking an Administrative Assistant to join our team. The Administrative Assistant serves in a strategic function at Buckner Children and Family Services to administer services through management of the established policies and procedures. Will also provide administrative support to the Regional Office Manager and other staff as assigned. Join our team and shine hope in the lives of others!

What you’ll do:

• Provide administrative support to the facility Regional Office Manager and other leaders to maintain filing system; research and analyze data to produce monthly reports; assist in budget preparation and ongoing monitoring of budgetary performance; transcribe meeting notes; and answer Program Director’s phone in his/her absence and initiate follow-up as appropriate.
• Oversee the operations of the local office as they pertain to clerical duties, mail and telephone coverage; analyze office needs and implement processes for efficient operation. Oversee the appearance of the Administration office.
• Coordinate communication with internal and external constituents including telephone calls, faxes, electronic mail, and written correspondence.
• Perform various administrative tasks including expense reports, enrollment paperwork and other assigned tasks.
• Maintain office machinery in good working order and ensure adequate office supplies are on hand at all times.
• Receive and compile monthly reports from various departments and ensure complete and timely delivery to corporate office.
• Perform bookkeeping tasks for accounts payable and accounts receivable. Make deposits for receivables.
• Receive and acknowledge donations from donors; maintain timely and accurate donor gift records.
• Assist with accurately and timely processing all employee transaction records according to Buckner policies and procedures.
• Accurately prepare and proofread memos, letters, spreadsheets and other documents and correspondence as required. Complete accurate and timely documentation.
• Receive, process, and distribute mail. Prepare outgoing mail; handle incoming and outgoing overnight deliveries.
• Review and accurately process mail, faxes, emails, and other correspondence in a timely manner.
• Responsible for supporting and representing Buckner at special events, activities and other assigned functions.
• Maintain petty cash fund in accordance with established policies and procedures.

What you’ll bring:

• Requires understanding and ability to use simple arithmetic and grammar with accuracy. Equivalent to knowledge normally acquired through the completion of four years of high school. Requires ability to understand and carry out detailed oral and written instructions. High school diploma or G.E.D. required; Associate’s or Bachelor’s Degree preferred. Other Requirements
• Minimum 2 years prior office management and supervisory experience required; experience in telephone communications, preparation of business correspondence, and community contact preferred.
• Recent computer training or computer experience required. Word processing and spreadsheet experience required. Excellent aptitude for using other office equipment such as copy machines, fax machines, typewriters, and calculators.
• Requires proficient ability to speak, read and write English professionally. Ability to speak, read, and write Spanish preferred.
• Requires accuracy in typing, letter composition, and record keeping.
• Requires job holder to work nights and weekends as needed to meet business need
• Requires ability to drive assigned vehicle(s) or personal vehicle, with appropriate state license, following all laws applicable; must provide proof of liability insurance and must be eligible to be insured under Buckner’s insurance policy. Must be age 21 or older to drive on behalf of Buckner.
• Requires ability to use up to 50 pounds of force occasionally, and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force continuously to move objects and/or people.
• Requires ability to walk, stand and sit, sometimes for prolonged periods of time.

The above description reflects the details considered necessary to describe the essential functions of the job and should not be construed as a detailed description of all the work requirements that may be performed in the job.

About Buckner Children and Family Services:

Since 1879 Buckner has been transforming lives through hands-on ministry, serving the most vulnerable from the beginning to the ending of life. Buckner is one of the oldest and most unique faith-based social service organizations of its kind, serving hundreds of thousands of people each year in the United States and around the world. Learn more about our programs and ministry at buckner.org. Buckner is an Equal Opportunity Employer.