Administrative Support Specialist
About the role
The Pathfinder Network (TPN) is a non-profit organization dedicated to providing support to individuals and families impacted by the justice system. We serve over 3,000 people annually through a variety of evidence-based programs and services.
Responsibilities
Monitor internal and external communications. Answer phones and check voicemail. Responsible for all faxes and physical mail. Act as the administrative liaison by coordinating with internal and external partners.
Maintain inventory and order supplies. Manage relationships with vendors and service providers.
Work with the Operations Coordinator to train new and current staff on operational tools such as Google, Databases and Drives. Assist with onboarding of new staff and ensure they have all needed accounts, access, supplies and equipment.
Serve as point person for IT and Database needs. Process subpoenas and information requests. Assist Program Manager and Operations Coordinator in adhering to program budgets and financial policies and guidelines.
Support staff meetings and team meetings. Attend training and agency meetings and events. Work collaboratively with the agency administrative and operations team to ensure successful agency operations.
Manage relationships with vendors and service providers. Maintain relationships with clients and partners.
Manage all client assistance processes and records. Purchase and track client assistance and incentive items. Maintain group calendars and schedules. Process referrals and schedule informationals and orientations.
Inventory, order and maintain all program curriculum manuals, supplies and props needed for group programming. Maintain the programs filing system and all program and client files. Complete quality assurance checks of client files, documentation and processes.
Maintain record of invoices and receipts. Log incoming donations. Maintain confidentiality within the rules and regulations of TPN and JCCJ; with the exception of any information received that will affect the safety and security of the institution, participants and staff.
Enter and maintain program data in the agency database, files and records. Supply needed data and information to the Program Manager, Operations Coordinator and Programs Analysts for agency reporting and analysis.
Participate in shared leadership. Be a champion in the shaping and sustaining of a diverse, equitable, inclusive and just workplace, with a focus towards creating racial equity. Participate on cross-departmental teams or committees regarding organizational policies, processes and work environment. Participate in Temporary Teams, Equity Team, Employee Resource Groups, and other teams. Contribute individualized skills, knowledge, experience and expertise to help the agency reach its mission.
Qualifications
- Lived experience with addiction and recovery and criminal justice involvement
- Experience equivalent to an Associate’s Degree in a related field
- Two or more years of related experience working in progressive administrative roles
- Experience working with diverse populations
- Valid driver's license and access to a motor vehicle during work hours that is covered by adequate car insurance
- Pass a Motor Vehicle Report (MVR) check that meets the organization’s underwriting criteria
- Basic level computer capabilities in use of databases, web-based environments, word processing, email, and spreadsheets
- Pass a background check, employment verification, and drug screen (which does not include testing for marijuana)
- Experience equivalent to a Bachelor’s degree in a related field
- Three or more years of related experience
- Experience in corrections, criminal justice, or nonprofit settings
Skills
- Strong prioritizing, organizational and collaborative skills
- Ability to work independently and with teams
- Flexibility, attention to detail, and proactive orientation
Benefits
TPN offers a generous compensation package including:
- Generous paid time off
- 17 paid days of significance each year
- Paid 30-minute lunch breaks
- Employer-paid employee-only medical, vision and dental coverage starting first day of employment
- Flexible Spending Account, Dependent Care Assistance Program, and employer-funded Lifestyle Spending Account
- 401k retirement plan with 3% employer match, fully vested immediately
- Employer-paid short-term disability and accidental death and dismemberment
- Supplemental virtual healthcare for employees and dependents
- Employment with TPN may mean you are eligible for Public Service Student Loan forgiveness
- Employee recognition program, staff appreciation awards and swag store
- Bilingual pay differential for eligible positions
- Shared Leadership model and opportunities to contribute to agency success and growth
- Development opportunities and trainings
Pay
Salary range: $35,000 - $45,000 annually
Schedule
Full-time position, Monday through Friday, 8:00 AM - 5:00 PM