Administrative Assistant

Buckner; Dallas (TX); On-site; USD 30,000 - 50,000; Full time

Job summary

Buckner Children and Family Services in Dallas, TX seeks an Administrative Assistant to support the Regional Office Manager and staff, handling filing, data analysis for reports, budget monitoring, and various clerical duties. The role includes greeting visitors, coordinating communications, and processing documents in a fast-paced environment.

The position requires a high school diploma or GED (associate or bachelor’s preferred) and at least 2 years of administrative experience, with strong

Qualifications

• Minimum 2 years’ experience in administrative support, financial recordkeeping, accounts processing, and general office operations 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.

Responsibilities

• Provide administrative support to manage filing systems, research data for monthly reports, and assist in budget preparation and monitoring.
• Oversee office operations, mail, and telephone coverage; maintain appearance of Administration office.
• Greet visitors, provide directions, answer questions about program services, and manage calls and messages.
• Coordinate communication with internal and external stakeholders via calls, faxes, emails, and written correspondence.
• Handle expense reports, enrollment paperwork, and other assigned tasks; manage office supplies and equipment.
• Receive and compile monthly department reports for corporate office; perform accounts payable/receivable tasks and deposits.
• Process donor gifts and maintain donor records; assist with employee transactions according to Buckner policies.
• Prepare memos, letters, spreadsheets, and other documents; ensure accurate documentation.
• Support Buckner at events and represent the organization at assigned functions.

Skills

Administrative support

Budget monitoring

Data entry

Communication skills

Office equipment proficiency

Education

High school diploma or GED

Associate’s or Bachelor’s Degree preferred

Tools

Accounting software

Word processing

Spreadsheets

Job description

Buckner Children and Family Services Community: Buckner Children and Family Services
Location: Dallas, TX - Onsite
Address: 5310 S. Buckner Blvd, Dallas, TX 75227
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.
• Greets all visitors to the assigned office(s), determines their business, provides direction, and/or notifies the appropriate staff. Answers general questions about program services as appropriate. Answers
  incoming calls, take, and relays messages.
• 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:

• High school diploma or G.E.D. required; Associate’s or Bachelor’s Degree preferred.
• Minimum 2 years’ experience in administrative support, financial recordkeeping, accounts processing, and general office operations 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.