Administrative Assistant, Agency Relations & Programs – Meridian

Administrative Assistant, Agency Relations & Programs - Meridian

Job Summary:

The Agency Relations & Programs Administrative Assistant provides critical administrative and operational support to the Agency Relations & Programs team. This position is responsible for coordinating partner agency documentation, supporting compliance and reporting activities,maintaining records and databases,assisting with meetings and events, and providing administrative support for statewide programs and initiatives. The role requires strong organizational skills, attention to detail, excellent communication abilities, and the capacity to manage multiple priorities in a fast-paced environment.

• Manage partner agency agreements and supporting documentation, including scanning, electronic signature processes, filing, and uploading documents into organizational systems.
• Maintain partner agency
  
  SharePoint files and conduct periodic audits to ensure required documentation is complete and current.
• Arrangeandmaintainagency onboarding materials, manuals, binders, and resource documents.
• Coordinate and routenew partner agency applications for review and follow-up.
• Assist with mobile administrativetaskssuchas,mobile calendar,people served reporting,andmobile packets.
• Develop, manage, andmaintainelectronic forms and surveys; organize,compile responses,assistin data analysis and record management.
• Coordinate annual partner agency mailings and appreciation.

• Track agency monitoring timelines;people served reporting and support coordinators in maintaining compliance records.
• Coordinate and manage the annual agency card audit process.
• Enter andmaintainprogram participation data within Ceres and other database systems.
• Support Agency Express Administrative tasks, including unsubmitted cart reviewandagency calendar.
• Regularlymonitorthedepartment’semail,calendar/planner,and other shared sources of information.
• MaintaindepartmentSOP repository and update as needed.

• Coordinate logistics, preparation materials, agendas, and meeting minutes for Partner Agency Advisory Council(PAAC) meetings.
• Provide administrative and project management support for annual Partner Conferences and other statewide events.
• Assist with planning and coordination of annual department meetings.
• Schedule team meetings, prepare agendas, distribute materials, and document meeting notes and action items.

• Maintain and update operational documents, including site visit forms, memoranda of agreement (MOAs), procedures, and related resources.
• Organize,maintain, and archive electronic and physical filesin accordance with document retention policies.

• Manageholidaygift card inventory, tracking logs, distribution records, and related reporting.
• Assist with corporate credit card reconciliation and documentation.
• Prepare and process expense reports and supporting documentation.
• Provide budget tracking and administrative support for departmental financial activities.
• Assist with travel arrangements, itineraries, accommodations, and expense coordination for team members and statewide travel activities.
• Support other administrative projects and departmental initiatives as assigned.

• Associate degree in Business Administration, Office Management, or a related field preferred; equivalent experience may be substituted.
• Minimum of two years of administrative support experience required.
• Experience supporting multiple staff members, coordinating projects, or managing records and databases preferred.
• Experience in a nonprofit, community services, or food banking environment is desirable.
• Ability to sit, stand, and work at a computer for extended periods.
• Occasional lifting of materials and supplies up to 25 pounds.
• Ability to travel occasionally for meetings, conferences, and organizational events.
• Strong organizational and project management skills.
• Excellent attention to detail and accuracy.
• Ability to manage multiple priorities and deadlines simultaneously.
• Proficiency in Microsoft…