Office Administrator

Alliance for Children
January 4, 2022
Street Address
2661 W. Roosevelt Blvd.


Alliance for Children Office Administrator Job Description


The Office Administrator provides advanced-level administrative support to the Alliance for Children management team (the Executive Director, Finance/Contracts Director and Program Director); supervises the receptionist/secretary; serves as internal and external liaison and administers day-to-day operation of the office. This position reports to the Executive Director may be exposed to information that may be sensitive and confidential, both internal and external to the organization.


·         Possession of an Associate’s Degree in Business, Office Technology Systems or Secretarial Science plus five years of progressive experience as an administrative professional, or any equivalent combination of training and work experience;

·         Certification as a Certified Professional Secretary (CPS) preferred;

·         Demonstrates knowledge of proper business office protocols and procedures;

·         Demonstrates advanced-level computer skills in Microsoft Office and other programs as may be required;

·         Demonstrates proficiency in using and supporting other essential office equipment such as faxes, complex printers and copiers;

·         Demonstrates ability to work independently and to function with a team;

·         Displays strong organizational and interpersonal skills;

·         Displays resourcefulness and a pleasant, professional image;

·         Demonstrates a high level of written and verbal communication skills;

·         Has a reliable car, a valid driver’s license and a good driving record, and the willingness to travel inside and outside Union County for meetings, training programs and deliveries.


Job Responsibilities
Under limited supervision:


1.    Support Executive director and Management Team

·         Maintains knowledge of appointment calendar of Executive Director and other office staff as appropriate;

·         Develops and maintains working knowledge of Fabrik, LP Central, Etap;

·         Learns NCPC Web Application as appropriate and provide data entry support;

·         Keeps up to date on budget for administration overhead;

·         Assists Program Director with all aspects of Requests for Application and Annual Plan;

·         Assists Finance/Contracts Director in preparation of annual contracts;

·         Assists Community Education with Parade;

·         Supervises travel, meeting and conference arrangements;

·         Performs advanced-level administrative work for executive management;

·         Proceeds independently and carry out assignments to completion with minimal instruction;

·         Organizes tasks and time to ensure timely completion of all projects and responsibilities;

·         Performs complex and accurate word processing and spreadsheet responsibilities, creating finished documents that are highly professional in appearance;

·         Prioritizes and manages multiple tasks requiring extensive follow-up;

·         Uses good judgment in recognizing the scope of authority;

·         Works efficiently and accurately, while projecting a professional, service-oriented image, in an atmosphere of frequent interruptions;

·         Generates reports and documents effectively utilizing special utility software functions, such as mail merge, charts, graphs and tables;


2.  Support of Office Operations

·         Ensures efficient and effective operation of office;

·         Working knowledge regarding personnel issues, workers compensation, health/dental insurance, 401K and other handbook information;

·         Collects, justifies and maintains staff time sheets, vacation/sick requests against reports;

·         Provides oversight for maintenance and proper operation of all office equipment;

·         Oversees ordering, receipt and distribution of office supplies and equipment;

·         Maintains effective relationships with service providers and outside vendors;

·         Serves as notary public if certified.


3.  Supervision of Reception Secretary

·         Develops and monitors procedures for the receptionist/secretary function to promote efficiency and provide the best organizational image;

·         Provides on-going support, direction, supervision, coaching and feedback regarding job performance;

·         Drafts timely written performance appraisal and/or other performance documentation for Executive Director.

·         Performs additional duties as assigned.

Only registered members can apply for jobs.

Related Jobs