Executive Administrative Assistant | HR & Office Ops

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

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.