Agency Administrative Assistant

Job posting closes 9/23/2025 at 5:00pm.

GENERAL DESCRIPTION:

To provide administrative support to the Executive Director and Human Resources functions, including routine HR administrative support, recordkeeping, and coordination of employee documentation and processes.

SPECIFIC RESPONSIBILITIES:

Executive & Board Support

·         Provide clerical and administrative support to the Executive Director.

·         Maintain records for the Area Board of Directors, compile mailings, attend meetings, record and distribute minutes, and process Board changes.

·         Serves as the primary point of contact for Board of Directors meetings to ensure quorums and preparation for meetings is completed.

·         Ensure Board and Organizational Standards paperwork is accurate and submitted timely.

·         Maintain corporate files, including incorporation papers, amendments, and certificates.

HR Administrative Support

·         Maintain accurate, confidential personnel files in compliance with agency and regulatory requirements.

·         Assist with posting employment ads and conduct Family Care Safety Background Screenings as needed.

·         Update employee information in agency software (new hires, terminations, pay changes, reclassifications, address/phone changes).

·         Support new hire onboarding by preparing documentation, coordinating orientations, and tracking training completion as needed.

·         Provide clerical support for HR projects, reports, and audits.

General Administrative & Office Support

·         Serve as primary backup for Agency receptionist coverage and coordinate secondary backup staff when unavailable.

·         Order and maintain office supplies, name badges, and plaques.

·         Maintain agency, office, and vehicle keys; track vehicle titles and paperwork; update vehicle database.

·         Manage record storage, including offsite and Central Office storage areas.

Facilities & Records Management

·         Serve as Custodian of Records; compile and respond to attorney requests for personnel or program records.

·         Coordinate facilities-related issues, including security, alarm systems, vendor contracts, janitorial services, and property management.

·         Keep Certificates of Good Standing current.

·         Oversee lease records and renewals for CSBG, Head Start, and Weatherization programs.

·         Oversee agency file storage.

Other Duties

·         Sign agency checks and manage access to check cabinet for payroll and accounts payable clerks.

·         Perform other duties as assigned.

JOB KNOWLEDGE, SKILLS, AND ABILITIES:

·         Proficiency in Microsoft Word, Excel, Adobe, Docusign, Sharepoint, and Microsoft Teams

·         Strong interpersonal skills to handle sensitive and confidential information.

·         Excellent verbal and written communication skills.

·         Knowledge of basic HR practices and ability to manage confidential personnel information with discretion.

·         Knowledge of Board management practices and recordkeeping.

·         Strong organizational and time management skills with ability to prioritize and multi-task.

·         Familiarity with HRIS/employee database systems preferred.

·         Ability to follow written and oral instructions with minimal supervision.

·         Must have knowledge of standard office equipment.

·         Valid Missouri Driver’s License and current vehicle insurance required.