Administrative Assistant

Administrative Assistant Purpose: Provide administrative and office support by implementing systems, procedures, and policies, and monitoring administrative projects.

Reports to: Executive Director


  • Receiving and returning phone calls, and conducting phone intakes with new clients.

  • Manage client accounts including, client forms, account information, and client payments and balances.

  • Create and send invoices to clients and partnering churches to collect payments for counseling sessions.

  • Create and maintain monthly reports including, financial reports, client monthly revenue and fundraising/donor income.

  • Oversee support groups and coordinate trainings for support group leaders.

  • Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.

  • Provides information by answering questions and requests.

  • Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting order for supplies; verifying receipt of supplies.

  • Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.

  • Contributes to team effort by accomplishing related results as needed.

  • Maintains contractor files including all clearance update notifications.

  • Collects Weekly Reports from contractors and issues payments, and maintains W-9 information.

  • Pays bills, operate and manage Quickbooks expense accounts, and coordinate with CCM’s Financial Manager to maintain the annual budget.

  • Assists the Executive Director in special projects.

Skills/Qualifications: Reporting Skills, Administrative Writing Skills, Microsoft Office Skills, Organization, Analyzing Information, Professionalism, Problem Solving, Supply Management, Inventory Control, Verbal Communication, PA Child Abuse Clearance, FBI Criminal Clearance

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