Administrative Assistant

Position Summary

Responsible for providing direct and vital support to the Executive Director in executing the financial, personnel and administrative management functions of the Program.  He or she directly coordinates and supports local board functions and fundraising programs.  The Administrative Assistant also assists in public relations initiatives, the writing of grants and proposals and budget preparations, revisions and maintenance.  Responsible for reporting all information regarding finance, personnel (including payroll), accidents, insurance needs, and other administrative and operational issues to AMIkids Corporate Office.

Primary objective is to support the AMIkids’ mission and Personal Growth Model, providing a safe and successful learning environment for troubled youth, while encouraging social and emotional development through the achievement of academic and personal goals.

Essential Job Duties

• Administers the financial and personnel functions of the Institute in absolute confidentiality.
• Prepares all financial documents in strict compliance with all accepted corporate financial-accounting practices and principles and ensures the ability to pass all audits and inspections.
• Maintains accurate cash ledgers, records of deposits, withdrawals, checks and other accounting instruments.
• Administers all aspects of payroll including preparation of accurate payroll transmittals and maintenance of all records in strict compliance with the law and policy.
• Drafts financial statement inputs to included analyses and descriptive narratives for the Executive Director's review and/or approval.
• Obtains, verifies, records and maintains personnel information and reports any personnel changes promptly to accounting, payroll and benefits.
• Monitors preparation and submits quarterly incentive and other forms of pay.
• Maintains accurate inventory records of Institute equipment and property.
• Prepares and submits National School Lunch Program forms and related documentation for processing.
• Provides administrative and receptionist support to all Institute activities.
• Assists the Executive Director with board, public relations and fundraising activities.
• Assists the Executive Director in the preparation and maintenance of the annual budget.
• Coordinates travel, lodging, meeting, conferences, and other Institute activities for staff.
• Serves as advisor and positive role model for assigned students.
• Drives institute vehicles as required in accordance with the Van Policy.
• Administers first aid and CPR during emergencies in accordance with Red Cross standards.
• Actively participates in day trips and special activities that involve recreational sports, facility and equipment cleaning, grounds maintenance and equipment relocation.
• Performs other duties as assigned by supervisors.

Minimum Education, Training and Experience

• HS diploma or equivalency; Associates degree preferred, Minimum two years’ experience 
• Work requires excellent verbal and written communication skills
• Must have knowledge of secretarial, office administrative procedures, and knowledge of use and operation of standard office equipment
• Proficient at an advanced level in Microsoft Suite including: Word, Excel, Access and Power Point and possess the capability to learn and use Company specific databases
• Flexible and highly motivated; have strong organizational skills and a well-developed attention to detail
• Some analytical ability is required in order to gather and summarize data for reports, find solutions to various administrative problems, and to prioritize work.