Executive Administrative Assistant

Profile

Job Location
Central Office-Administrative (CT) - Bloomfield, CT
Position Type
Full Time
Education Level
Associates Degree
Job Shift
First Shift
Job Description
Community Solutions Inc. (CSI) is a nonprofit organization that promotes the responsible citizenship, accountability, and well-being of individuals and families involved, or at risk of involvement, in the child welfare, juvenile justice, or criminal justice system. Since CSI’s founding in 1962, it has been a pioneer in the community-based service. We have been delivering supervision, treatment, and comprehensive individualized services to help clients interact more effectively in their communities and become productive citizens. Using this plan we built the first ever halfway house in New England which has now been replicated and grown to almost 50 programs in 10 states. For over 50 years, CSI has been building upon its successful foundations and has been expanding its services to serve thousands of adults, youth, and families each year.
ESSENTIAL FUNCTIONS includes but are not limited too:
Operations (COO)-
Schedule and organize travel, conferences, meetings and department activities for Chief Operating Officer and COO’s direct reports as needed.
Control schedule and communicate any changes in previously scheduled meetings to the appropriate parties.
Interact with various funding sources using sound judgment to arrange meetings, develop correspondence or provide reports.
Type letters, documents, and other correspondence from dictation, written instruction with attention to composition.
Research assigned topics and communicate findings to the appropriate parties.
Create charts, PowerPoint and Prezi presentations as assigned.
Develop surveys through online tools as needed.
Communication with field Supervisors regarding submission of new hire training documents and annual Performance Appraisals or other documents as assigned.
Provide an updated monthly summary regarding outstanding documents and assist in addressing issues in a timely manner.
Record and distribute monthly Adult and Youth Division meeting minutes.
Preparation and submission of monthly mileage and expense reimbursement forms as well as other administrative tasks.
Print and copy documents as assigned.
Complete set up of binder arrangements or cabinet file folders including creating, printing, and inserting of labels, tabs, filing etc. as needed.
Perform filing and organization of business contact information as assigned.
Compile graphs, charts and tables using program data to identify themes, trends, and/or commonalities.
Human Resources-
Provide administrative support to Human Resources Manager and staff as needed. Schedule and organize travel, conferences, meetings and department activities for Human Resource Manager and direct reports as needed.
Distribute monthly orientation packages to employees approaching initial benefit eligibility.
Maintain and distribute the internal job posting. Coordinate placement of job vacancies on various state and specialty employment services websites.
Support HR Department with other various assignments/projects as required.
Central Office-
Greet office visitors and determine their specific nature of business, making necessary referrals.
Process outgoing mail and sort/distribute incoming mail. Assist with mass mailings (benefits communications, event invitations etc.) and mailing of other essential documents (certified letters, Requests for Proposals, etc.) as needed.
Research and compile information in areas of office management such as pricing of office supplies, printing, postage, and office equipment.
Monitor office supply, printing and postage expenditures and maintain inventory of supplies. Maintain order and cleanliness of supply areas including, but not limited to, copy room, closets and employee lounge.
Obtain approval for the ordering of office supplies and process the order for supplies as needed.
Organize and maintain agency’s program mailing list and Central Office staff internal phone list.
Maintain password authorization for employee access to internal website.
Assist in the preparation of administrative projects (printing, coping, binder arrangements, etc.) and performs other duties as assigned.
Accounting-
Process monthly mileage verifications by using statistical techniques to make review selections, printing Excel reimbursement documents, verifying travel distance between locations listed via MapQuest, and communicate with Accounts Payable Coordinator regarding discrepancies
Qualifications
Associate’s degree in a business related field preferred.
Three years experience in an administrative support capacity.
Strong computer and analytical skills required, specifically Excel, Word and Outlook and use of the internet.
Ability to work with spreadsheets and complex reports.
Independent judgment required to plan, prioritize, and organize workload.
BENEFITS:
CSI offers great benefits which include two weeks’ vacation with progressive increases, sick time, floating holiday time. Benefits also include medical, dental, vision, FSA, voluntary STD, Accident, Hospital, Life insurance and AD&D. Employees are eligible to participate immediately in the company 401k plan where the company matches 100% up to 4% of your contribution.
CSI is an Equal Opportunity Employer – M/F/Disability/Vet. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.
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