Administrative Assistant- Newark, DE (33637)

Mary Dickson; Newark (DE); On-site; USD 25,003 - 35,610; Full time

Benefits offered by this job

Medical, dental, and vision benefits

Retirement plans

PTO, vacation, and sick time off

Job summary

St. John's Community Services is looking for an Administrative Assistant to support our Delaware office operations. This full-time position involves working closely with the State Director and other staff, managing office supplies, maintaining records, and acting as the first line of contact for inquiries.

The ideal candidate will possess excellent communication skills, organizational abilities, and be able to handle multiple assignments effectively. This role offers a chance to contribute to the community by ensuring smooth office functioning and operational compliance.

Qualifications

• Ability to lead and oversee office operations.
• Excellent time management and communication skills.
• Strong organizational and interpersonal skills.

Responsibilities

• Assist with day-to-day office operations to ensure smooth functioning.
• Maintain cleanliness and organization of office spaces.
• Monitor and stock office supplies.

Skills

Time management

Public speaking

Problem-solving

Verbal communication

Written communication

Organization

Education

High school diploma or GED

Associate's or bachelor's degree in related field

Tools

Microsoft Office Suite

Office management software

Job description

About St. John's Community Services

As one of the oldest non‑profit organizations founded in the District of Columbia, St. John's Community Services (SJCS) is committed to supporting and advocating for people of all abilities. SJCS works to cultivate caring communities to ensure that all people have the opportunity to thrive and that no one is left behind. We support individuals living with intellectual and developmental disabilities, as well as adults and children experiencing hunger and homelessness in four states and the District of Columbia. At SJCS, we pride ourselves in meeting every person we support where they are, learning who they are, and affirming their individuality, unique strengths, and hopes. Advancing inclusive communities where every person, regardless of circumstances, has the right and opportunity to live their best life is our mission, and our mission is what drives us and is at the heart of our services and programs.

Job Overview

We want to add an Administrative Assistant to our team. As the Administrative Assistant you will work collaboratively with the State Director, Program Director, and other state staff to ensure office efficiency and compliance for all staff and act as the first‑line contact for Delaware office operations. The Administrative Assistant will support office operations, including managing office supplies, maintaining records, submitting bills, sorting mail, and routing calls from the SJCS DE office line and online inquiries. This role requires the ability to effectively assist various teams while maintaining confidentiality and handling special tasks as assigned. Assist the State Director with strategic initiatives for state operations, and coordinate events and/or activities involving the state office and other functions that benefit SJCS Delaware operations.

Position Details

Salary Range $22.00 - $22.00 Hourly

Position Type Full‑Time/Part‑Time

Category Admin - Clerical

Responsibilities

• Assist with day‑to‑day office operations to ensure smooth functioning for our SJCS DE office.
• Maintain cleanliness and organization of office spaces, including common areas, conference rooms, and workstations.
• Monitor and stock office supplies, ensuring adequate inventory of materials such as stationery, cleaning supplies, and other office essentials.
• Place orders for supplies as needed and maintain an organized supply room.
• Submit bills for office‑related expenses and track payments to ensure accurate financial record keeping.
• Maintain up‑to‑date records of office purchases, vendor invoices, and billing statements.
• Assist the State Director with strategic initiatives for state operations, and coordinate events and/or activities involving the state office and other functions that benefit SJCS Delaware operations.
• Sort and distribute incoming mail across offices, ensuring prompt and accurate delivery.
• Route calls from the SJCS hotline and respond to online inquiries, ensuring that inquiries are addressed or directed to the appropriate department in a timely manner.
• Maintain both physical and electronic filing systems, ensuring documents are properly organized and easily accessible.
• Handle sensitive and confidential information with discretion and in accordance with SJCS policies.
• Answer and direct phone calls, respond to emails, and assist with general inquiries from staff and visitors.
• Assist with special tasks and projects as assigned by State Director, Program Directors, Program Coordinators or HR Manager.
• Perform other job‑related duties as assigned.

Physical and Environmental Conditions

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.
• Able to use a keyboard.
• Speaking on the phone or in virtual meetings for prolonged periods.
• Working alone or with a team.

Benefits

• Medical, dental, vision, STD, and other benefits and company contributions.
• Retirement plans.
• Company paid LTD.
• Connectivity reimbursements (some employees).
• PTO, vacation, and sick time off.
• Flexibility.
• Family culture.
• Helping other people live their best life!

Qualifications

• Ability to lead, guide, direct, and oversee office operations.
• Excellent time management skills, public speaking skills, problem‑solving skills and both verbal and written communication skills.
• Skilled in verbal and written communication and staff supervision.
• Ability to handle multiple assignments and assess and analyze data.
• Exceptional organization and interpersonal skills.
• Working knowledge of computer programs (Microsoft Office Suite).
• Extra credit for:
  • A high school diploma or GED is required; an associate's or bachelor's degree in a related field is a plus.
  • Proven experience in office management or administrative support roles.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with office management software.
  • Strong organizational and multitasking skills with attention to detail.
  • Ability to work independently and manage tasks across multiple offices.
  • Strong communication skills, both written and verbal.

Requirements

• Obtain a valid health certificate to meet current funding authority requirements as required.
• Having a valid state‑issued driver's license with a current driving record in good standing is required.
• Meet SJCS and the funding authority requirement of criminal background and record checks.
• Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions of this job.

How to Apply

To be considered, apply today on our company website, SJCS Careers (https://www.paycomonline.net/v4/ats/web.php/jobs?clientkey=666629E45D4513587C50B1BD585D7161).