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Endeavors · 4 months ago

Administrative Assistant - Port st Lucie/Okeechobee, FL

Okeechobee, FL

Full-time

Onsite

Entry Level

3+ years exp

Endeavors is dedicated to empowering individuals and communities through various programs. The Administrative Assistant will provide essential support to the Program Manager and Disaster Case Management staff, ensuring operational efficiency through effective management of payroll, records, and communications.

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Responsibilities

Track and manage overall payroll systems to ensure compliance and timeliness

Receive, enter, and manage time submissions; ensure staff timesheets are submitted for signature on schedule

Manage mileage submissions, ensuring all forms are accurate and routed for signature before submission

Complete and submit Concur expense reports in compliance with accounting deadlines and policies. KPI: Ensure 100% on-time submission of payroll, timesheets, mileage, and Concur reports each cycle with error rate below 2%

Answer and route calls, emails, and correspondence promptly and professionally

Draft, proofread, and distribute documents, reports, and correspondence

Provide scheduling support for Program Manager and leadership staff, ensuring meetings are coordinated efficiently. KPI: Respond to all staff or client inquiries within 24 hours; maintain zero scheduling conflicts; ensure 100% of administrative requests are completed by agreed deadlines

Maintain legal, financial, and program records with accuracy and confidentiality

Ensure filing systems (digital and physical) are up-to-date, accessible, and compliant with organizational and contractual requirements

Support contract repository, policies, and procedure updates. KPI: Maintain 100% accuracy in records filing and retrieval; complete monthly compliance checks on program files

Pickup and distribute mail and documents to/from corporate

Run general errands to support staff, vendors, and clients

Track and distribute office keys, maintain supply levels, and ensure office systems operate smoothly. KPI: Complete all errands within scheduled timeframes; achieve 95% staff satisfaction rating on logistical and office support

Prepare agendas, materials, and minutes for monthly program and staff meetings

Coordinate, set up, and break down meeting spaces (furniture, technology, supplies, refreshments)

Manage logistics for trainings and events, including ordering food, beverages, and materials as needed. KPI: Ensure 100% of meetings are fully set up at least 15 minutes prior to start time; achieve 95% satisfaction feedback from staff and leadership on meeting coordination and support

Anticipate the needs of Program Manager and staff, proactively identifying ways to increase efficiency

Support cross-department collaboration by ensuring communication flows smoothly across teams

Act as the administrative lead in ensuring professionalism and organizational consistency in all documents, interactions, and reports. KPI: Document at least 2 process improvements per quarter that streamline workflow or reduce administrative errors

Perform additional administrative responsibilities as assigned in support of program success. KPI: Maintain 100% completion of special assignments by deadlines

Demonstrate exceptional customer service and servant leadership in all actions by prioritizing the child, family, Veteran, or client first, in support of the mission to “Empower people to build better lives for themselves, their families, and their communities.” KPI: Maintain 85% or higher satisfaction feedback from internal staff and external partners on administrative support

Qualification

Payroll managementMS Office proficiencyRecords managementCustomer service experienceMath skillsProofreadingTimekeepingLogistics supportEvent coordinationCommunication skills