Job description

Administrative Assistant PURPOSE OF POSITION: The Administrative Assistant plays a critical role in ensuring administrative continuity, document integrity, and organizational compliance across all departments. This role coordinates C-Suite member calendars,[CS5] oversees organizational document control and standard operating procedure (SOP) systems, manages records to support accreditation standards, and facilitates day-to-day internal administrative operations[CS6] such as mail distribution, supply ordering, and interdepartmental communications. This role ensures professional documentation and excellence in administrative execution. SUPERVISION RECEIVED: Human Resources Generalist SUPERVISION EXERCISED: None QUALIFICATIONS: EDUCATION: A high school diploma is required, with preference given to candidates who hold an associate degree in business administration, organizational leadership, or a related field. A minimum of three years of experience in administrative support, records management, or operational coordination is required. Experience working within ISO, CARF, or other accreditation frameworks is preferred, as is prior experience supporting executive-level staff and managing documentation across multiple departments. EXPERIENCE/SPECIAL SKILLS & KNOWLEDGE: The ideal candidate will provide a warm and welcoming first impression to all building visitors, exemplifying a customer-first mindset. They will display exceptional telephone diplomacy, maintaining professionalism and calm under pressure while handling every inquiry—including repetitive or nuisance callers—using sound judgment to de-escalate challenges, enforce boundaries, and follow established protocols for documenting and escalating inappropriate calls. Customer service, planning, coordination, and documentation skills, with a high level of proficiency in Microsoft Office Suite applications, particularly TEAMS, Word, Excel, Outlook, OneDrive and SharePoint. Familiarity with document control systems and versioning best practices is essential, as is the ability to communicate clearly and effectively in both written and verbal formats. The role requires sound judgment, discretion, and the ability to maintain confidentiality when handling sensitive information. Familiarity with phone queue software and other administrative systems is considered a plus. ORGANIZATIONAL RESPONSIBILITIES: Represent Goodwill’s values and mission to internal and external stakeholders. Organize and track applicable departmental records. Assist with projects and initiatives as assigned. JOB PROFICIENCIES: Organizing and tracking. Critical thinking and problem solving. Dependability and planning. Proficiency in technology applications and Internet computing. Written communication, integrity, ethics, credibility, and trust – able to maintain privacy of students, staff, and clients. Judgment and problem solving. Cooperation. Initiative. Quality work. Teamwork. Accuracy. Adaptability. Dependability. JOB COMPETENCIES: Ensures work completed timely. Records maintained by regulation. Collaborates effectively with staff, external partners, and service providers to ensure smooth communication and strong working relationships. Maintains confidentiality of all files, records, and billing information. Excellent computer skills and the ability to multi-task. MISSION STATEMENT: We transform lives and communities through the power of education, training, and employment. ESSENTIAL FUNCTIONS • Central Calendar Administration – Coordinate, prioritize, and adjust daily, weekly, and long-range calendars for the C-Suite. Proactively resolve scheduling conflicts, send meeting confirmations, and ensure meeting materials are prepared and distributed. • Enterprise Document Control – Serve as the system administrator for all SOPs, forms, and controlled documents; manage versioning, approval routing, archival, and user permissions in alignment with accreditation standards. • Accreditation File Stewardship – Maintain readiness binders and digital repositories that support external audits, accreditation, and ensure traceability of corrective actions and retention of evidence files. • Regulatory Records Management – Organize and safeguard training/certification logs[JM7] (e.g., forklift); ensure secure storage and timely destruction per regulation. • Reporting Support – assist leadership with data compilation, reporting and presentation production in support of accreditation, quality, risk, and other committees as requested[JM8] [JM9] [JM10] . • Mail, Shipping, and Courier Services – Oversee incoming/outgoing mail, certified and bulk mailings, coordinates with the Shipping department for FedEx/UPS shipments, and internal pouch transfers; maintain chain of custody logs for sensitive materials. • Supply Chain Coordination – Manage procurement of office, breakroom, and meeting supplies; perform vendor cost comparisons; reconcile packing slips to purchase orders and flag variances. • Phone Queue Usage Oversight – Maintain familiarity with the structure and functionality of the phone queue system, including routing trees, after-hours greetings, holiday schedules, and on-call rollover procedures. Coordinate with IT to request updates, document change requests, and ensure the configuration log remains current. • Confidential Stakeholder Interaction – Serve as a professional point of contact for board members, auditors, donors, and regulators; prepare visitor packets and coordinate escort procedures when onsite. DUTIES AND RESPONSIBILITIES • Collect, index, and file program data from multiple departments; verify completeness and escalate discrepancies. • Execute the annual SOP review cycle: generate department review lists, send reminders, track revisions, and publish approved updates. • Draft meeting minutes for internal quality committees, and accreditation workgroups; circulate drafts for approval and store final copies in the controlled repository. • Coordinate with CCO to create and update document templates (letterhead, forms, presentations) to ensure brand consistency and version compliance. • Coordinate mass mailings: build data files, perform mail merge, oversee printing/assembly, and submit postal documentation for bulk discounts. • Reconcile monthly postage meter and courier invoices; code to proper cost centers and forward to Accounts Payable. • Maintain a clean, professional front workspace; ensure reception backup staff have current desk instructions and emergency contacts. • Sign for deliveries, verify packing slips, and route materials to requesters; document non‑conformance (damage, shortage) and submit claims. • Track company vehicle check‑out logs; schedule routine maintenance and ensure mileage and fuel usage are recorded accurately. • Compile monthly Key Performance Indicator metrics for administrative and C-Suite dashboards. • Provide technical guidance to departments deploying new controlled forms; train users on fillable PDF functionality and e-signature workflows. • Adhere strictly to Goodwill’s confidentiality, ethics, safety, and accessibility policies; report any violations immediately. • Participate in required safety drills, competency training, and departmental and organizational projects as needed. • Maintain familiarity with emerging accreditation requirements and recommend updates to document control procedures accordingly. • Serve as the administrator for shared conference room scheduling software; troubleshoot reservation conflicts and maintain resource attributes (A/V, capacity, accessibility). • Perform additional related duties as assigned. NOTE: Must have a telephone and maintain it in operating order within telephone company's maintenance capabilities. Must pass/complete background check. Must be a licensed driver. STANDARDS FOR MEASURING PERFORMANCE/QUALITY STANDARDS: • Attendance and punctuality. • Quality and quantity of work performed. • Attitude and overall effectiveness of working relations with all stakeholders. • The way duties and responsibilities, essential functions and job competencies are performed. • Ability to accurately complete and maintain clarity in documentation, reports, and summaries in a timely manner. • Ability to complete assigned duties with acceptable results. SALARY: Hourly/non-exempt. Reviewed annually. 8:00 a.m. - 12:30 p.m. Monday-Friday

Requirements