Administrative Assistant Friends of Children Special Needs

Full job description

Position: Administrative Assistant
Job Type: Part Time (15 hours per week), non-exempt

Friends of Children with Special Needs (FCSN) is a nonprofit organization. FCSN’s mission is to help individuals with special needs and their families find love, hope, respect, and support through integrated community involvement. The Finance & Administration Department is seeking a motivated and organized individual for a part-time Administrative Assistant position.

The Administrative Assistant supports the nonprofit organization by performing essential administrative and clerical duties, ensuring efficient daily operations. This role assists with a wide range of tasks, from database management to event coordination.

• Membership Database Housekeeping & Audit
  :
  Maintain accurate and current records of member details and cross check information across multiple platforms in preparation of migration to new database software.
• Volunteer Database Housekeeping
  :
  Process new volunteer applications, activate orientation modules, and approve volunteer service hours.
• Online Class Registration Setup
  :
  Set up and maintain online registration forms for classes, workshops, and events.
• Room Reservations
  :
  Coordinate room reservations and ensure necessary equipment or materials are available.
• Inventory Tracking & Purchasing
  :
  Monitor inventory levels of all three building’s supplies and materials. Purchase items as needed and ensure timely procurement of necessary items.
• Receiving & Storage Organization
  :
  Ensure deliveries are stored or distributed properly, and assist in organizing storage areas.
• Receptionist & General Support
  :
  Provide a positive first impression of the organization towards incoming visitors and respond to general inquiries about the organization’s programs, services, or operations. Answer incoming calls and direct inquiries to the appropriate staff members as needed. Assist with mail distribution, email correspondence, filing and scanning as necessary.
• Reporting
  :
  Assist with generating monthly reports related to membership and volunteer activities, class registrations, room reservations, inventory usage, and purchasing activities.
• Event Assistance
  :
  Provide administrative support for event planning and execution, including logistical coordination, helping with event setups, registration, and communications to attendees or participants.
• Team Member Support
  :
  Collaborate with coworkers to support project deadlines and assist in cross-functional tasks as needed to maintain smooth office operations.

• High school diploma or equivalent.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and basic office equipment (phone systems, photocopiers, etc.).
• Demonstrated ability to use Google Workspace tools.
• Strong customer service skills, with the ability to handle a variety of situations in a professional and friendly manner.
• Professional appearance and demeanor.
• Strong organizational skill and attention to detail.
• Ability to prioritize and handle multiple tasks in a fast-paced environment.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Physical ability to lift and carry boxes or equipment up to 25-30 lbs.
• A positive attitude, reliability, and willingness to contribute to the nonprofit’s mission.

• Must pass DOJ fingerprint-based background clearance prior to onboarding
• Must pass a health screening and TB test prior to onboarding
• Must possess a valid driver’s license and have a clean driving record
• Obtain valid CPR and First Aid Certificate within one month of joining (employer-covered)

• Paid Sick Leave (PSL)
• Employee Wellness Events
• 401k with Company Matching
• Sign on Bonus/ Referral Bonus Program