Administrative Assistant Support Services

Peninsula Agency on Aging, Inc; Newport News (VA); On-site; USD 30,000 - 45,000; Part time

Job summary

A leading agency is seeking a part-time Administrative Assistant to support the Chief Financial Officer and other departments. This role involves managing administrative tasks, HR functions, and financial support, ideal for candidates with administrative experience and strong organizational skills.

Qualifications

• 2–4 years of administrative experience, preferably supporting senior leadership.
• Proficient in Microsoft Office applications.
• Strong attention to detail and excellent communication skills.

Responsibilities

• Provide comprehensive administrative and operational support to the Chief Financial Officer.
• Support HR functions including onboarding and maintaining employee records.
• Assist with finance-related tasks and document management processes.

Skills

Attention to detail

Organizational skills

Communication skills

Tools

Microsoft Office

Job description

Reports to: Chief Financial Officer

FLSA status: Non-Exempt

GENERAL PURPOSE

Under the supervision of the Chief Financial Officer, the Administrative Assistant is responsible for performing

administrative work to support the Support Services Department. This is a part-time position.

POSITION RESPONSIBILITIES

· Provide comprehensive administrative and operational support to the Chief Financial Officer, meeting

coordination, document preparation, communication handling, and assistance with special projects and strategic

initiatives.

· Provide administrative support for HR functions, including coordinating onboarding and offboarding processes,

maintaining employee records, scheduling interviews, and supporting recruitment logistics.

· Provide administrative support to the Finance department by completing cash receipts, assisting with the

preparation and coordination of requests for proposals (RFPs), maintaining financial records, and supporting

other finance-related tasks as needed.

· Enter and maintain data in spreadsheets, databases, and financial systems, and generate routine reports or

summaries to support leadership decision-making.

· Prepare and edit correspondence, reports, and presentations, and perform general administrative tasks such as

ordering office supplies, maintaining filing systems, coordinating internal meetings and events, updating contact

lists, and supporting departmental projects.

· Support PAA’s document automation process by scanning and digitizing documents, maintaining organized

workflows, ensuring consistent adherence to file-naming and archiving standards, and assisting in the

development and refinement of document management procedures.

· Maintain shared drives, folders, and digital filing systems, and provide basic troubleshooting or user support for

office systems and tools.

· As directed, provide front desk coverage by greeting visitors, managing reception operations, answering and

routing calls, handling mail and courier services, and maintaining a tidy and welcoming reception area.

· Maintain strict confidentiality of sensitive financial, HR, and IT information while assisting with compliance efforts

related to internal policies and external regulations.

· Related duties as assigned.

ESSENTIAL SKILLS AND EXPERIENCE

· 2–4 years of administrative experience, preferably supporting senior leadership in a corporate environment.

· Proficient in Microsoft Office applications, with the ability to create complex forms and statistical tables.

· Strong attention to detail, organizational skills, and the ability to work independently.

· Excellent communication skills and adaptability to evolving needs, processes, and priorities.

· General knowledge of standard office practices, procedures, equipment, clerical techniques, and business English.

· Familiarity with Finance, HR, and IT functions, including document management, compliance support, and data

reporting.

NONESSENTIAL SKILLS AND EXPERIENCE

·

REPORTING TO THIS POSITION

·

PHYSICAL DEMANDS AND WORK ENVIRONMENT

The physical demands and work environment characteristics described here are representative of those that must be

met by an employee to successfully perform the essential functions of this job. Be able to lift up to 25 pounds.

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

· Physical demands: While performing the duties of this job, the employee is occasionally required to stoop and

stand; walk; sit; use hands for keyboarding; reach with hands and arms; balance; speak and understand the

English language. Normal hearing ability (may be with electronic assistance). Specific vision abilities required

by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the

ability to adjust focus.

· Work environment: While performing the duties of this job, the employee is exposed to weather conditions

prevalent at the time. The noise level in the work environment is usually minimal.

GENERAL SIGN-OFF

All job requirements are subject to possible modification to reasonably accommodate individuals with disabilities.

This job description in no way states or implies that these are the only duties to be performed by the employee

occupying this position. Employees will be required to follow any other job-related instructions and to perform other

job-related duties requested by their supervisor in compliance with Federal and State Laws.

Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job

successfully, the employee must possess the abilities or aptitudes to perform each duty proficiently. Continued

employment remains on an “at-will” basis.