Administrative Assistant

Position Summary

The Administrative Assistant provides clerical and organizational support to ensure efficient daily office operations. The Administrative Assistant will manage databases, both physical and digital filing systems, and handle communications. Adhere to strict deadlines and remain detail-oriented. In this role, you will adhere to DYCD, and Children’s Aid guidelines.

Essential Duties

• Understand and promote the organization’s Mission, Vision, and Core Values to ensure alignment with organizational policies and procedures.
• Attend database management and agency training (DYCD/Children’s Aid hosted) as required.
• Manage correspondence professionally via email, phone, and in-person interactions with youth, guardians, partners, and staff.
• Provide administrative and programmatic support to team members as requested.
• Maintain knowledge of vital program details, dates, guidelines, and protocols.
• Safeguard applicant and participant confidentiality; handle Personally Identifiable Information (PII) in compliance with applicable data protection regulations and Children’s Aid guidelines.
• Maintain up-to-date physical and digital records and databases, including worksite folders, participant folders, and the DYCD Reporting system.
• Support internal audits in preparation for DYCD audits and assist with corrective measures when identified.
• Perform other duties as assigned.

Minimum Qualifications

• A High School Diploma or GED required; some college coursework preferred.
• Prior office or administrative experience preferred but not required.
• Ability to retain detailed information and manage multiple priorities in a fast-paced environment.

Key Competencies

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and related applications).
• Strong written and verbal communication skills.
• Excellent organizational skills and attention to detail.
• Effective time management and ability to work independently with minimal supervision.
• Professional demeanor when interacting with diverse populations.
• Familiarity with data privacy regulations (e.g., HIPAA) preferred.
• Ability to maintain discretion and exercise sound judgment when handling sensitive information.

Benefits

This position offers a salary range of $19.00 - $20.00 per hour, commensurate with experience.

Schedule

The incumbent is expected to work a schedule, whether in-person or hybrid, as determined by the department's needs to facilitate effective collaboration with the team.