Administrative Assistant Job Description Nonprofit Child Agency

Current job title: Administrative Assistant

Industry: Non-profit service agency

Department: Early Intervention

Years worked in this industry: 3

Years worked in this department: 3

Special training or attributes needed or helpful to get job in this industry (or specific department): No special training required; my previous experience and the varied nature of my previous job duties definitely helped me get this job

Number of managers and/or staff supported: 4 managerial supervisory and approximately 45 regular staff members

Typical work hours: 8:00 to 4:30, Monday through Friday

Weekends or overtime hours: Very rarely; if so I do get paid overtime

General salary range (Note: This is a general figure or range provided by survey respondent and may NOT be an exact salary in order to give survey respondent some privacy. Also you must take into account that the number of years worked in industry/department may contribute to this salary as well as criteria such as level of position and person reports to, required hours and geographical location.): $11.50 to $15.00

Benefits (direct or indirect): Medical and dental benefits, life insurance, 403(b), 3 weeks vacation in first year of employment

Lingo you might hear in this industry:

Early Intervention: state mandated program that provides services for children aged birth to 3 years with developmental delays

IFSP: Individualized family service plan which is developed with the family to pinpoint specific needs of the child/family and how service will be provided

Service Provider: professional staff member, some with advanced degrees, who act as “home visitors” and provide specialized physical therapy, speech therapy and occupational therapy for children in the Early Intervention program

A typical day on the job: Supervise administrative staff of three, as well as provide administrative support to management; office management, much record-keeping; lots of phone time – staff who are on the road most of the time, introducing callers to the Early Intervention program, scheduling evaluations for potential candidates for the program; very little downtime!!

Positive things about being an administrative professional in this industry: Lots of variety in my job and job description; have pretty much been able to make this job “my own”; minimal supervision required and lots of trust by my supervisor that I will do what needs to be done

Negative things about being an administrative professional in this industry: Just one – salary, salary, salary…(non profit!)

Type of workspace/office: office (share with one employee)

Primary responsibilities as an administrative professional in this position: Supervision of three support staff; overall office management, including physical layout, maintenance, etc.; recordkeeping (includes state and federal required records); payroll for 30 staff

Top thing(s) incumbent admin would require of job applicants seeking to be her/his position replacement: Strong organizational and multi-tasking skills; able to work with minimal supervision; previous supervisory and office management experience

Office machines or equipment operated regularly: Computer, fax machine, copy machines, printers

Technology (hard) skills used regularly: General troubleshooting and maintenance; we do have an outside company that provides the actual technological support

Critical soft skills: Good communication (able to interact with employees at all levels of the organization) and to be able to keep support staff motivated and communicate properly what the needs of the program and the agency are. My supervisor is [a high level director] of the agency, so it is important that I communicate positively and appropriately with upper level management of the entire agency. It is also very important to be able to communicate with those employees that I supervise so that the office and office functions run smoothly.

Pace of this position: Average (occasional fast)

Geographical region: Northeast U.S.