Administrative Assistant

Evergreen Life Services; Madisonville (KY); On-site; USD 32,000 - 46,000; Full time

Benefits offered by this job

Health insurance

Paid time off

Profit sharing

Training & development

Vision insurance

Wellness resources

Company parties

Dental insurance

Free food & snacks

Tuition assistance

Job summary

Evergreen Life Services in Madisonville, KY seeks an Administrative Assistant to provide office management and support to the Executive Director. You will handle payroll, invoicing, onboarding, and HR documentation, ensuring compliance and efficiency across departments.

The role requires organizational skills, the ability to train staff, and experience in a nonprofit setting. A High School diploma is required; a Bachelor’s degree is preferred, with a focus on business or administration.

Qualifications

• High School diploma or GED required.
• Bachelor’s degree in Business or Management preferred.
• At least 1 year of related experience or training.
• Experience in a nonprofit setting with people with intellectual and developmental disabilities preferred.
• Combination of education and experience will be considered.

Responsibilities

• Prepare and maintain office correspondence and reports (payroll, employment, accounting, and people served) per policy and procedures.
• Maintain the office in an environment conducive to efficient work.
• Prepare and submit invoices, billings, and paperwork for local, state, and federal agencies and to Corporate Office as required.
• Audit reports and files and report findings to the Executive Director or Finance Department.
• Maintain Policy and Procedure Manuals and Consultants/Contracts documentation.
• Assist with training as required by the Executive Director.
• Maintain office petty cash and reimburse as needed.
• Complete monthly checks as required and submit to appropriate departments.
• Oversee onboarding process for new employees and ensure documentation is completed timely.
• Advise staff and process HR paperwork (transfers, FMLA, terminations, promotions, health insurance, 401k, etc.).
• Coordinate Workers’ Compensation programs and advise staff as needed.
• Conduct training on payroll procedures, time entry, and invoice processing.
• Train employees on vehicle safety and act as safety advocate for the Division.

Skills

Office administration

Payroll processing

Accounting basics

Policy compliance

Training coordination

Education

High School diploma or GED

Bachelor’s degree preferred

Tools

Microsoft Windows

Microsoft Office

Job description

• Health insurance


• Paid time off


• Profit sharing


• Training & development


• Vision insurance


• Wellness resources


• Company parties


• Dental insurance


• Free food & snacks


• Tuition assistance

Position Description: Administrative Assistant

Reports To: Executive Director

FLSA Classification: Full Time

JOB SUMMARY

To provide appropriate office management and administrative support to the Executive Director.

ESSENTIAL JOB FUNCTIONS

• Prepare and maintain office correspondence and reports (i.e., payroll, employment, accounting,
  and people served) in accordance with policy and procedures.


• Maintain the office in an environment conducive to efficient work.


• Prepare and submit invoices, billings, admittance paperwork, and application for all local, state,
  and federal agencies, as well as to the Corporate Office in Louisiana, as required.


• Audit reports and/or files (i.e., petty cash, employee, financial, individuals, etc.) and report any
  findings to the Executive Director or the Finance Department at Corporate Office.


• Maintain Policy and Procedure Manuals and Consultants/Contracts documentation.


• Assist with training as required by the Executive Director.


• Maintain office petty cash and reimburse as needed.


• Complete monthly checks as required by the Executive Director and submit to the appropriate
  department(s).


• Oversee the onboarding process for all new employees and ensure all documentation is completed
  timely and accurately.


• Advise staff and process all paperwork on issues regarding Human Resources (i.e., transfers,
  FMLA, terminations, resignations, promotions, status changes, health insurance, life and disability
  insurance, 401k, medical reimbursement accounts, and electronic deposits).


• Coordinate Workers' Compensation programs and advise staff as needed.


• Conduct training as needed on payroll procedures, time entry, and invoice processing.


• Train employees regarding vehicle safety and accident procedures, and act as a safety advocate for
  the Division.

CORE COMPETENCIES

• Acting Strategically: Identifies key issues and relationships relevant to achieving goals, and
  commits to a course of action to accomplish goals based on known and unknown variables.
  Develops priorities with the right balance of short and long-term considerations.


• Championing Customer Needs: provides timely and professional service to both internal and
  external customers, is responsive to customer needs and requests, is always courteous to the
  customer, and considers them when making decisions.


• Communicating Effectively: Share information. Listens and involves others. Conveys ideas in a
  manner that engages others and helps them understand and retain the message.


• Delivering High-Quality Work: Makes sure responsibilities central to the role meet all
  requirements and expectations. Finishes tasks promptly and critically reviews work for accuracy
  and quality. Consider the impact of work on others.


• Prioritizing and Organizing Work: Allocates time and attention based on what is most important
  to achieve key goals and objectives. Effectively organizes and balances tasks and priorities to keep
  multiple projects on track.

QUALIFICATIONS/EXPERIENCE/JOB KNOWLEDGE

• High School degree or GED.


• A bachelor’s degree in Business or Management and Administration is preferred.


• At least one (1) year of related experience and/or training; or equivalent combination of education
  and experience.


• Prior work in a non-profit atmosphere and experience with people with intellectual and
  developmental disabilities are preferred.


• A combination of education and experience will be considered.


• Occasionally exposed to viruses and infectious conditions.

PHYSICAL REQUIREMENTS

• Constantly moves about to coordinate work.


• Regularly works in a fast-paced environment with multiple task deadlines.


• Regularly moves and positions objects weighing up to 30 pounds.


• Occasionally exposed to viruses and infectious conditions.


• Constantly alert and observant during working hours.

Reasonable accommodations may be made to enable individuals with disabilities or medical conditions to perform the essential functions.

SUPESRVISORY RESPONSIBILITIES

• Will not supervise.

SPECIAL REQUIREMENTS

• Ability to write and edit effectively; ability to communicate the written and spoken work with tact,
  diplomacy, and/or authority when necessary.


• Possesses good organizational skills, is able to meet deadlines, is a self-starter, and is able to work
  under pressure.


• Ability to meet the public in a manner that reflects creditably upon the organization and must have
  the ability to deal with individual(s) served and staff in a manner that is conducive to harmony and
  their best efforts.


• Must be adaptable and can make decisions.


• Must have understanding, patience, and tact in dealing with individual(s) served, their families, or
  advocates, and other agencies involved in providing supports for individual(s) served.


• Must have the ability to maintain good working relationships with Evergreen staff and with
  contacts from other agencies or entities.


• Must be able to prioritize work tasks under the general direction.


• Must be able to work without close personal supervision.


• Project a positive and proper appearance for Evergreen.


• Duties are highly confidential and require comprehensive knowledge of Evergreen's policies,
  procedures, and operations. Responsibilities require discretion, judgment, tact, and poise.

SKILLS AND ABILITIES

• Working knowledge of Microsoft Windows and Office applications.


• Working knowledge of Google Workspace.


• Aptitude to learn other software programs as required for this position.

EMPLOYMENT VARIABLES

• Must have a good driving record that meets the minimum requirements for Evergreen and reliable
  transportation.


• Must pass a drug screen and criminal background check.


• Availability for evening and weekend work may be required based on operational needs.

WORKING ENVIRONMENT

• General office environment.