Senior Administrative Assistant

Jewish Federation of Cincinnati; Cincinnati (OH); On-site; USD 25,000 - 39,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

401(k) with company match

Paid time off (vacation/sick/holidays)

HSA/FSA options

Professional development programs

Collaborative work environment

Job summary

Jewish Federation of Cincinnati is seeking a Senior Administrative Assistant to join the Shared Business Services team. This full-time, in-office role supports the Managing Director and SBS staff, handles confidential materials, performs light accounting, and coordinates meetings and travel.

You will manage invoices, vendor records, and archiving while ensuring timely, accurate work in a fast-paced environment.

Qualifications

• Experienced administrator with strong office and project management skills.
• Strong critical thinking and problem-solving abilities.
• Excellent oral and written communication skills.
• Adheres to confidentiality and maintains professional integrity.
• Excellent organizational skills with attention to detail.
• Professional demeanor with outstanding customer service.
• Initiative and ownership of assigned projects.
• Ability to multitask, prioritize, and meet deadlines.
• Team-oriented with a proactive, positive attitude.
• Ability to work independently in a fast-paced environment.
• Follows standard filing procedures and prepares effective documentation.
• Willingness to occasionally work extra hours.

Responsibilities

• Provide primary administrative support to the Managing Director and SBS staff.
• Perform light accounting tasks including billing and deposits.
• Create and mail monthly and bi-monthly client invoices.
• Maintain vendor records in Bill.com and various databases.
• Complete monthly bank and card reconciliations as needed.
• Assist with planning yearly departmental retreat; arrange venue and activities.
• Answer calls and direct or take messages.
• Schedule meetings with volunteers and professionals and prepare agendas.
• Coordinate meeting logistics, minutes, materials, and food orders.
• Archive documents and manage offsite storage.
• Handle incoming correspondence and distribution.
• Run errands, arrange travel, and greet visitors.
• Support accountants with mailings and acknowledgments.
• Procure office supplies and assist on special projects as assigned.

Skills

Office management

Critical thinking

Communication skills

Confidentiality

Organization

Customer service

Initiative

Multitasking

Teamwork

Independent work

Filing procedures

Overtime willingness

Microsoft Office

Education

High school diploma

3+ years administrative support experience

MS Office proficiency

QuickBooks experience

Blackbaud Financial Edge experience

Tools

QuickBooks

Blackbaud Financial Edge

Job description

Looking for a job or a career change?At the Jewish Federation of Cincinnati, through Shared Business Services , we help many of our localJewish agencies with employee recruitment. Consider a jobatthe Jewish Federation of Cincinnati, or at Atara Girls School, Jewish Family Service, or at the Mayerson Jewish Community Center. For a complete listing of agencies and open job listings, see below.

Position:Senior Administrative Assistant

Location: Cincinnati

Job Id:1435

# of Openings:1

WHO ARE WE?

JFC connects our community, solves big problems, and stewards community resources. We welcome all cultural backgrounds and faiths including those of every socioeconomic status, race, gender, national background, sexual orientation, gender identity, and physical, mental, and developmental ability. Grounded in Jewish values, together with you, our volunteers, and partner organizations, we support the vulnerable, nurture connections with Israel and Jewish communities globally, and protect and energize Jewish life. We feed the hungry, comfort the sick, care for elderly, and educate our youth. We are your community’s organization problem-solvers and opportunity-makers, committed to ensuring the strength and quality of Jewish life for our children and our children’s children.

POSITION SUMMARY

This is a full-time, in-office, hourly position reporting to the Accounting and Finance Manager, who oversees centralized processes. The Senior Administrative Assistant supports multiple departmental employees across a wide range of tasks, handles confidential and time-sensitive material, and responds promptly to ad hoc requests. The role requires familiarity with a variety of administrative concepts, practices, and procedures, and is based at the JFC office five days a week.

ESSENTIAL FUNCTIONS

• Provide primary administrative support to the Managing Director and all SBS department staff
• Perform light accounting work, such as customer billing and deposit scanning
• Create & Mail monthly and bi-monthly invoices for clients as needed.
• Maintain vendor records in Bill.com, accounting systems, and databases including onboarding new vendors, collecting W-9s, and updating addresses as needed
• Complete monthly bank & credit card reconciliations for clients as needed.
• Assist with planning yearly departmental retreat, including venue, food and activities.
• Answer phone calls, directing callers to the appropriate person or taking messages
• Schedule meetings with volunteers and professionals
• Coordinate meeting logistics, including location, agendas, minutes and other materials, copying and distribution, room setup, and food and beverage orders
• Coordinate and perform periodic archiving of documents, and manage offsite storage needs
• File and retrieve corporate documents, records, and reportsOpen, sort, and distribute incoming correspondence, including mail, faxes, and email
• Run departmental errands, including trips to the bank and client locations
• Make travel arrangements
• Prepare for and greet visitors
• Support accountants with mailings and acknowledgment letters
• Purchase office supplies for departmental staff
• Perform other duties as assigned

CANDIDATES SHOULD HAVE THE FOLLOWING SKILLS AND EXPERIENCE:

• Experienced administrator with strong office and project management skills
• Strong critical thinking skills
• Excellent oral and written communication skills
• Strong work ethic, with respect for and adherence to confidentiality expectations
• Excellent organizational skills and consistent attention to detail
• Professional, pleasant demeanor with outstanding customer service skills
• Initiative and ownership of assigned projects and duties
• Ability to multitask, prioritize, and meet deadlines
• Team-oriented approach, upbeat attitude, and enthusiasm for the work
• Ability to work independently and as part of a team in a fast-paced, high-volume environment, with an emphasis on organization, accuracy, and timeliness
• Ability to follow standard filing procedures
• Willingness to occasionally work extra hours

POSITION QUALIFICATIONS:

• High school diploma or GED
• At least three years of administrative support experience
• Strong computer skills, including Microsoft Office (Word, Excel, Access, PowerPoint, and Outlook)
• Experience with QuickBooks and Blackbaud’s Financial Edge a plus

BENEFITS WE OFFER:

• Robust Medical, Dental, and Vision insurance with employee health and wellness plan
• Talent Management & Professional Development programs and learning opportunities.
• Competitive 401(k) program with company match and additional contribution opportunities
• Complimentary single membership to the Mayerson JCC Fitness Center + Discounts to the onsite Café and Spa
• Incredible Paid Time Off: 15 days’ vacation, 12 days of sick, and up to 10 paid Jewish Holidays per year (in addition to federal holidays)
• F.S.A, Employer Matched H.S.A, life insurance, Voluntary Short-Term/Long-Term Disability Insurance, 529 College Savings Plan, Legal Shield plan
• Fun, collaborative, business-casual work environment

This position description is intended to describe the general nature and level of work being performed. It is not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel in the above position.