Administrative Assistant

Hope Family Partners; Lewiston (ME); On-site; USD 28,000 - 41,000; Full time

Benefits offered by this job

Paid time off

Paid training

Paid holidays

Health insurance

Vision & dental insurance

Employer paid life insurance

Job summary

Hope Family Partners is seeking an Administrative Assistant to keep the main office running smoothly across departments. Responsibilities include phone handling, visitor reception, filing, data retrieval, and meeting coordination.

The role requires strong communication, organizational skills, and proficiency with Microsoft Office. You must be able to pass a Maine background check and have valid US work authorization; typical hours are Mon-Fri, 8am-4pm.

Qualifications

• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Ability to pass a background check and work in the United States.

Responsibilities

• Answers and transfers phone calls, screening when necessary.
• Welcomes and directs visitors and clients.
• Maintains filing systems as assigned.
• Retrieves information from records, email, minutes, and other docs; prepares summaries.
• Responds to and resolves administrative inquiries.
• Coordinates and schedules travel, meetings, and appointments for leadership.
• Prepares agendas and schedules for meetings.
• Records and distributes minutes or other records for meetings.
• Maintains office supplies and coordinates maintenance of equipment.
• Provides technical assistance for Paylocity use (password resets, expense support).
• Scans and files training and confidential documents into Paylocity.
• Supports training with class coordination and scheduling.
• Supports HR with reference and background checks.
• Keeps company social media up to date with engaging content.
• Performs other related duties as assigned.

Skills

Verbal communication

Written communication

Interpersonal skills

Customer service

Organizational skills

Education

High School Diploma or GED

Tools

Microsoft Office Suite

Job description

Summary

The Administrative Assistant facilitates the efficient operation of the main office by performing a variety of clerical and administrative tasks for all departments.

Essential Functions

• Answers and transfers phone calls, screening when necessary.
• Welcomes and directs visitors and clients.
• Maintains filing systems as assigned.
• Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed.
• Responds to and resolves administrative inquiries and questions.
• Coordinates and schedules travel, meetings, and appointments for leadership.
• Prepares agendas and schedules for meetings.
• Records and distributes minutes or other records for meetings.
• Maintains office supplies and coordinates maintenance of office equipment.
• Provides technical assistance for employees on the use of Paylocity, such as password resets and support with expense requests.
• Scans and files training and confidential employment documents into Paylocity.
• Supports the training department with coordination and scheduling of classes.
• Supports the human resources department with reference and background checks.
• Keeps the company's social media platforms up to date engaging content.
• Performs other related duties as assigned.

Other Duties

• Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Hours

Monday through Friday 8am - 4pm

Benefits

• Paid time off
• Paid training
• Paid holidays
• Health insurance
• Vision & dental insurance
• Employer paid life insurance

Pay Range

$20.00 - $30.00 per hour

Physical Requirements

• Ability to do standing/sedentary tasks for long periods of time.
• Ability to perform a range of motion tasks including but not limited to stretching, stooping and lifting.
• Ability to lift 15 pounds.

Qualifications

• High School Diploma or GED
• Minimum of two years of experience in an administrative support role preferred.
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Proficient in Microsoft Office Suite
• Excellent organizational skills and attention to detail.
• Basic understanding of clerical procedures and systems such as recordkeeping and filing.
• Ability to work independently.
• Must be able to pass a background check through the Maine Background Check Center.
• Valid Maine Driver's License.
• Authorized to work in the United States.

Equal Employment Opportunity

Hope Family Partners is an Equal Opportunity Employer.