Administrative Office Assistant

Description

The Administrative Office Assistant provides accurate, confidential, and responsive clerical and administrative support to Guiding Harbor, with primary support for the CEO, HR, & Foster Care. The position coordinates office communications, schedules, records, forms, supplies, and routine operational requests to help programs operate efficiently. The position is primarily administrative.

Requirements

Office administration and communications

• Serve as a professional first point of contact for telephone calls, visitors, emails, and routine inquiries; route sensitive or urgent matters promptly.
• Provide administrative support to supervisors and program staff, including correspondence, meeting agendas, minutes, notices, data entry, copying, scanning, and filing.
• Coordinate calendars, meetings, appointments, room use, and reminders; communicate scheduling changes to relevant staff.
• Maintain organized office work areas, monitor office supplies, prepare purchase or replenishment requests, and coordinate routine equipment or service needs.

Records, documentation, and program coordination

• Create, update, and securely maintain electronic and paper records, forms, reports, logs, and client-related documents in accordance with agency confidentiality and records-retention procedures.
• Prepare, assemble, and restock resident intake, case-management, appointment, and other program packets; check submissions for completeness and follow up on missing routine information.
• Schedule resident appointments and coordinate administrative details with authorized staff, service providers, and caregivers, as directed.
• Track assigned deadlines, documentation requests, trainings, and administrative follow-ups; alert supervisors to outstanding or time-sensitive items.

Professionalism, safety, and compliance

• Protect confidential employee, client, and organizational information; disclose records only to authorized individuals and follow secure handling procedures.
• Demonstrate professional boundaries, cultural responsiveness, and trauma-informed communication when interacting with youth, families, colleagues, and community partners.
• Promptly report concerns affecting resident welfare, staff safety, or agency operations through designated channels; immediately report suspected abuse or neglect consistent with agency policy and applicable reporting duties.
• Participate in required meetings, training, and professional development; complete assigned documentation accurately and on time.
• Perform other related administrative and program-support duties within the scope of the position, as assigned by the supervisor.

Required Qualifications

· High School Diploma

· Three years’ experience with office support, clerical work, scheduling, customer service, or records management.

· Proficiency with Microsoft Word, Excel, Outlook, and common electronic filing and communication systems.

· Strong written and verbal communication, attention to detail, organization, discretion, and ability to manage competing priorities.

· Ability to work independently, collaborate across departments, maintain confidentiality, and interact respectfully with diverse populations.

Preferred Qualifications

· Associate degree in business administration, office administration, social sciences, or a related field preferred.

· Prior experience in a nonprofit, human services, child welfare, or residential program.

· Familiarity with trauma-informed practices, foster care, and administrative documentation requirements.

· Experience coordinating appointments, preparing program records, and maintaining confidential databases.

Work Environment and Physical Requirements

Work is performed in administrative office and residential-program settings. Duties involve frequent computer use, telephone communication, sitting, standing, walking, reaching, grasping, and repetitive hand motions. Occasional movement of materials weighing up to 20 pounds may be required. The role may require use of stairs and exposure to ordinary office or residential cleaning products. Any essential physical requirement will be assessed in accordance with applicable accommodation obligations.

Additional Information

This description summarizes the principal duties and is not an exhaustive list. Responsibilities may be adjusted according to operational needs. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential functions. Any resident-facing supervision or physical intervention requires appropriate agency authorization and training.