Administrative Assistant - Community Services Foundation

Seat Pleasant, MD 20743

About the Job

POSITION: ADMINISTRATIVE ASSISTANT

The Administrative Assistant position is an integral part of supporting the program and administrative operations of the Community Services Foundation (CSF). Responsibilities clerical functions are inclusive of data entry, electronic filing, office coordination, the composition of correspondence, and program support. The successful candidate is a mature, skilled individual who is motivated by achieving high levels of proficiency. The position serves as a primary interface with callers, visitors, program partners, prospective employees, etc. and the incumbent must exhibit strong customer service and execution skills.

Admin Responsibilities:

Orders office supplies for Community Services Foundation main office and program supplies for Community Centers
Track shipping status for all orders and notify staff on the delivery of those orders.
Managing special events and coordinating field trips and providing special event support for Site Directors and Program Division.
Greeting visitors and managing the office in an efficient, professional, and courteous manner; inclusive of answering phones, organizing work areas, monitoring office equipment function, etc.
Assisting with obtaining all requests and tracking as it relates to food manager/handling training, fire inspections, health permits, coordinating computer repairs with IT Consultant, orchestrating the receipt of donations and distribution to the Community Centers.
Updates Property Listing and prepares minutes for all Site Director’s Meetings.
Picks up and distributes mail and executes action required.
Allocates and places orders for all Site Director requests and codes the expense accordingly.
Other duties as assigned.

Accounting Clerk Responsibilities:

Record day-to-day financial transactions and complete the posting process.
Process invoices, prepare checks, and manage vendor accounts.
Reconcile bank statements and internal accounts to ensure accuracy.
Assist in preparing monthly, quarterly, and annual financial reports.
Maintain accurate and up-to-date financial records and files.
Enter financial data into accounting software or spreadsheets.

Additional Qualifications:

Two years of college or equivalent work experience in a related field is a plus.
Two or more years of experience with customer service and/or administrative support experience.
Proven judgment in maintaining confidentiality and/or privileged information.
Understanding of and ability to apply computer technology to efficiently accomplish tasks inclusive of being proficient in MS Excel, Outlook and MS Word, Adobe, PowerPoint, and Publisher.
Reconcile vendor statements and resolve any discrepancies.
Prepare and distribute customer invoices and monitor receivables for timely collection.
Maintain accurate records of all AP/AR transactions in the accounting system.
Strong oral and written communication and interpersonal skills.
Ability to conscientiously maintain timelines and meet deadlines.
Ability to establish, maintain and cultivate strong working relationships.
Professional demeanor, both in person and on the telephone.
Highly organized, dedicated, responsible, self-starter, detail and team-oriented.
Enthusiastic, positive attitude.
Strong work ethic and openness to evolving responsibilities.
Interest in community service, youth development, adult and senior initiatives, and family strengthening programs, is a plus.
Experience in working with a non-profit is a plus.

Primary office hours:

Monday-Friday from 8:30-5:30 p.m.; the schedule may shift to start earlier, end later, or involve weekend work based on business needs, workload, and other factors.

Community Services Foundation is an Equal Opportunity Employer.

About Community Services Foundation:

Community Services Foundation (CSF) provides the training and oversight of programs and services offered in managed housing community centers throughout the metropolitan Washington DC area. CSF coordinates partnerships that provide programs and services that have been identified by the owner and residents. CSF youth programs offer afterschool and summer enrichment activities that include homework assistance; STEAM (science technology, engineering, arts and math) tutoring, digital literacy character education, health and wellness, journaling and public speaking, as well as services tailored to meet the needs of residents. CSF also offers adult programs that range from job readiness to social recreational activities.Community Services Foundation's (CSF) mission is to enhance the lives of residents living in managed communities by providing structured services, activities and programs for residents and the community. In support of its mission, CSF has established the following goals:• Provide resident driven educational and social programs that are specifically designed to address the needs of each property• Conduct property-based activities that enrich the quality of life for all residents• Assist residents in the development and pursuit of their special interests and social needs and• Promote community empowerment while engaging in activities that stimulate self industry and creative developmentCommunity Services Foundation (CSF) envisions a world where property-based programs enhance the lives of residents and prepare them for a happier and more productive future with an improved quality of life.

Source : Community Services Foundation