Administrative Assistant, Agency Relations & Programs

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** Job Description** ![A white flower on a red background AI-generated content may be incorrect.](embedded:image
1.png)
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* Job Title:

Administrative Assistant, Agency Relations & Programs*
* ** Classification:

Part-Time, Temporary*
* *
* Hours:

20 hours/week*
* ** Department:

Agency Relations*
* *
* Reports to:

Director of Agency Relations*
* *
* Location:

Meridian,

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.

** Partner Agency Administration
** 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. Arrange and maintain agency onboarding materials, manuals, binders, and resource documents. Coordinate and route new partner agency applications for review and follow-up. Assist with mobile administrativetaskssuch as,mobile calendar,people served reporting,andmobile packets.

Develop, manage, and maintain electronic forms and surveys; organize,compile responses, assist in data analysis and record management. Coordinate annual partner agency mailings and appreciation.
** Systems Administration and Compliance Support
** Track agency monitoring timelines;peopleserved reporting and support coordinators in maintaining compliance records. Coordinate and manage the annual agency card audit process. Enter and maintain program participation data within Ceres and other database systems. Support Agency Express Administrative tasks, including unsubmitted cart reviewandagency calendar. Maintain department SharePoint site,documentation labelinganddocumentorganization. Regularly monitor the department semail,calendar/planner,and other shared sources of information. MaintaindepartmentSOP repository and update as needed.

** Meetings, Events, and Project Support
** 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.
** Administrative and Financial Support
** 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 eam members and statewide travel activities. Support other administrative projects and departmental initiatives as assigned.

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

Associate degree in Business Administration, Office Management, or a related