Administrative Assistant- Newark, DE

Position: Administrative Assistant- Newark, DE (33637)
To be considered for any SJCS careers, all applicants must apply using this link: SJCS Careers

About St. John's Community Services
As one of the oldest non-profit organizations founded in the District of Columbia, St. John's Community Services (SJCS) is committed to supporting and advocating for people of all abilities. SJCS works to cultivate caring communities to ensure that all people have the opportunity to thrive and that no one is left behind. We support individuals living with intellectual and developmental disabilities, as well as adults and children experiencing hunger and homelessness in four states and the District of Columbia.
At SJCS, we pride ourselves in meeting every person we support where they are, learning who they are, and affirming their individuality, unique strengths, and hopes. It's why we exist. Advancing inclusive communities where every person, regardless of circumstances, has the right and opportunity to live their best life is our mission, and our mission is what drives us and is at the heart of our services and programs.

What are we looking for?

We want to add an Administrative Assistant to our team. As the Administrative Assistant you will work collaboratively with the State Director, Program Director, and other state staff to ensure office efficiency and compliance for all staff and act as the first-line contact for Delaware office operations. The Administrative Assistant will support office operations, including managing office supplies, maintaining records, submitting bills, sorting mail, and routing calls from the SJCS DE office line and online inquiries.

This role requires the ability to effectively assist various teams while maintaining confidentiality and handling special tasks as assigned. Assist the State Director with strategic initiatives for state operations, and coordinate events and/or activities involving the state office and other functions that benefit SJCS Delaware operations.

Your overall essential responsibilities will be the following:

• Assist with day-to-day office operations to ensure smooth functioning for our SJCS DE office.
• Maintain cleanliness and organization of office spaces, including common areas, conference rooms, and workstations.
• Monitor and stock office supplies, ensuring adequate inventory of materials such as stationery, cleaning supplies, and other office essentials.
• Place orders for supplies as needed and maintain an organized supply room.
• Submit bills for office-related expenses and track payments to ensure accurate financial record keeping.
• Maintain up-to-date records of office purchases, vendor invoices, and billing statements.
• Assist the State Director with strategic initiatives for state operations, and coordinate events and/or activities involving the state office and other functions that benefit SJCS Delaware operations.
• Sort and distribute incoming mail across offices, ensuring prompt and accurate delivery.
• Route calls from the SJCS hotline and respond to online inquiries, ensuring that inquiries are addressed or directed to the appropriate department in a timely manner.
• Maintain both physical and electronic filing systems, ensuring documents are properly organized and easily accessible.
• Handle sensitive and confidential information with discretion and in accordance with SJCS policies.
• Answer and direct phone calls, respond to emails, and assist with general inquiries from staff and visitors.
• Assist with special tasks and projects as assigned by State Director, Program Directors, Program Coordinators or HR Manager.
• Performs other job-related duties as assigned.

Physical and environmental conditions include:

Prolonged periods sitting at a desk and working on a computer.

Must be able to lift up to 15 pounds at times.

Able to use a keyboard.

Speaking on the phone or in virtual meetings for prolonged periods.

Working alone or with a team.

The hiring range for this position ranges from $35,000- $40,000, depending on experience.

Other benefits include the following:

• Medical, dental, vision, STD, and other benefits and company contributions
• Retirement plans.
• Company paid LTD.
• Connectivity reimbursements (some employees)
• PTO, Vacation, and sick time off.
• Flexibility
• Family culture
• Helping other people live their best life!

This list of responsibilities, skills, efforts, or working conditions associated with this position is not complete, as other duties may be assigned and are expected to be followed.

You will catch our eye if you have the following knowledge, skills, and abilities:

• Ability to lead, guide, direct, and oversee office operations.
• Excellent time management skills, public speaking skills, problem-solving skills and both verbal and written communication skills.
• Skilled in verbal and written communication and staff supervision.
• Ability to handle multiple assignments and assess and analyze data.
• Exceptional organization and interpersonal skills
• Working knowledge of computer programs (Microsoft Office Suite)

Extra credit will be given if you have the following experience,…