Administrative Assistant

Columbia Hospitality, Inc.; Midland (TX); On-site; USD 38,000 - 52,000; Full time

Job summary

Buckner Children and Family Services seeks an Administrative Assistant to support the Family Hope Center Manager and staff. The role includes budgeting, reporting, donor records, and day-to-day office operations to ensure efficient service delivery.

The candidate should have at least 2 years in office management, strong organizational skills, and proficiency in Word, Excel, PowerPoint, and Outlook. Evening/weekend hours may be required, with potential travel as needed.

Qualifications

• Requires high school diploma or GED; Associate/Bachelor's preferred.
• Minimum 2 years of office management and supervisory experience.
• Proficient with Word, Excel, PowerPoint, and Outlook.

Responsibilities

• Provide administrative support to the Regional Office Manager and leaders; assist in budget preparation and monthly reporting.
• Oversee clerical operations and maintain office appearance and filing systems.
• Process expense reports, enrollment paperwork, donor records, and accounts payable/receivable.

Skills

Office management

Budgeting

Data reporting

Microsoft Word

Excel

Communication

Spanish (preferred)

Education

High school diploma or GED

Associate's or Bachelor's degree preferred

Tools

Word

Excel

PowerPoint

Outlook

Job description

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 Family Hope Center Manager or Family Hope Center Director and other staff as assigned.

Primary Responsibilities

• 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.
• Provide administrative support and assistance for facilitating and coordinating projects as directed in regard to monitoring, safety, preventative maintenance, repair, and pleasing aesthetic appearance of the facility in alignment with Buckner branding.
• 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.

Other Responsibilities

• Maintain compliance with all Buckner policies, procedures, and requirements. Maintain knowledge of and compliance with all state and federal laws and regulatory requirements.
• Manage program resources to ensure they are used efficiently and appropriately aligned with approved business objectives.
• Responsible for supporting and representing Buckner at special events, activities, and other assigned functions.

• Attend and participate in meetings and training as required; facilitate meetings regularly as define by the communication framework and training as required.

Develop emerging leadership through professional growth and development.

• Work successfully as a part of a team and responsible for developing and maintaining strong working relationships with co-workers.

Perform special assignments, projects, and other duties as required.

Education and Licensing Requirements

• 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 needs.
• Work deals with areas such as preparing and reading data and figures, correspondence, emails, and visual inspection involving small details. Visual work is primarily close to the observer. Depth perception and field of vision (peripheral) are not as critical as the ability to distinguish small details and markings very near to the observer.
• Requires ability to work with frequent interruptions; maintaining flexibility and dealing with change; takes initiative.
• Requires ability to hear and receive verbal instructions, answer phones, communicate; articulate with accuracy to speak on the phone.
• Requires proficient skills for attention to detail and ability to maintain a routine.
• Requires excellent organizational skills.
• Requires ability to establish and maintain effective professional working relationships with co-workers, employees, and outside representatives.
• Requires excellent interpersonal and customer service skills; excellent public professional presentation skills required.
• Requires ability to understand and relate to specific ideas one at a time and to the concepts behind specific ideas; ability to remember verbal and written tasks/assignments from a few hours to several day periods.
• Requires ability to relate positively, influentially, and sensitively to a broad spectrum of persons in a variety of multi-tiered relationships and settings.
• Requires ability to effectively manage personnel; requires administrative skills to include but not limited to staff selection, development, motivation, scheduling, and evaluation; ability to hold other accountable for work completed; provide training, development and feedback to staff.
• Requires proficient ability to exhibit detail-oriented skills necessary to understand and manage a wide-range of information.
• Requires ability to travel to various geographic locations and some overnight stays. Requires ability to obtain and maintain the necessary documentation to travel.
• Requires ability to drive assigned vehicle(s) or personal vehicle, with an 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. Requires the ability to rent vehicles both domestically and internationally using required documentation. Must be age 21 or older to drive on behalf of Buckner.
• Requires ability to maintain confidentiality.
• Proficient working knowledge and ability to accurately and timely operate and perform computer-related tasks with specific equipment and software applications, including Microsoft Word, Excel, PowerPoint, and Outlook, required.
• Requires commitment to Christian principles and teachings, so as to carry out tasks aligned with Buckner's mission.
• Requires ability to use up to 50 pounds of force occasionally and/or up to 20 pounds of force frequently and/or 10 pounds continuously to move objects.
• Requires ability to walk frequently; occasionally stand for prolonged periods of time; occasionally required to squat, climb stairs, kneel and twist. Required to sit for prolonged periods of time, including extensive airline travel.
• Requires ability to speak clearly and make self-understood in face-to-face interactions; to articulate with extreme accuracy and precisions to give directions, speak on the phone, etc.
• Requires ability to communicate effectively orally and in writing.
• Requires sufficient good health to properly discharge duties. Employees shall not be permitted to work who have infectious disease or skin lesion for the duration of the communicability.