Administrative Assistant - Support Services

Peninsula Agency on Aging, Inc

Administrative Assistant - Support Services

Newport News, VA
Full Time
Paid
  • Responsibilities

    Reports to: Chief Financial Officer

    FLSA status: Non-Exempt

    GENERAL PURPOSE

    Under the supervision of the Chief Financial Officer, the Administrative Assistant is responsible for performing

    administrative work to support the Support Services Department. This is a part-time position.

    POSITION RESPONSIBILITIES

    · Provide comprehensive administrative and operational support to the Chief Financial Officer, meeting

    coordination, document preparation, communication handling, and assistance with special projects and strategic

    initiatives.

    · Provide administrative support for HR functions, including coordinating onboarding and offboarding processes,

    maintaining employee records, scheduling interviews, and supporting recruitment logistics.

    · Provide administrative support to the Finance department by completing cash receipts, assisting with the

    preparation and coordination of requests for proposals (RFPs), maintaining financial records, and supporting

    other finance-related tasks as needed.

    · Enter and maintain data in spreadsheets, databases, and financial systems, and generate routine reports or

    summaries to support leadership decision-making.

    · Prepare and edit correspondence, reports, and presentations, and perform general administrative tasks such as

    ordering office supplies, maintaining filing systems, coordinating internal meetings and events, updating contact

    lists, and supporting departmental projects.

    · Support PAA’s document automation process by scanning and digitizing documents, maintaining organized

    workflows, ensuring consistent adherence to file-naming and archiving standards, and assisting in the

    development and refinement of document management procedures.

    · Maintain shared drives, folders, and digital filing systems, and provide basic troubleshooting or user support for

    office systems and tools.

    · As directed, provide front desk coverage by greeting visitors, managing reception operations, answering and

    routing calls, handling mail and courier services, and maintaining a tidy and welcoming reception area.

    · Maintain strict confidentiality of sensitive financial, HR, and IT information while assisting with compliance efforts

    related to internal policies and external regulations.

    · Related duties as assigned.

    ESSENTIAL SKILLS AND EXPERIENCE

    · 2–4 years of administrative experience, preferably supporting senior leadership in a corporate environment.

    · Proficient in Microsoft Office applications, with the ability to create complex forms and statistical tables.

    · Strong attention to detail, organizational skills, and the ability to work independently.

    · Excellent communication skills and adaptability to evolving needs, processes, and priorities.

    · General knowledge of standard office practices, procedures, equipment, clerical techniques, and business English.

    · Familiarity with Finance, HR, and IT functions, including document management, compliance support, and data

    reporting.

    NONESSENTIAL SKILLS AND EXPERIENCE

    ·

    REPORTING TO THIS POSITION

    ·

    PHYSICAL DEMANDS AND WORK ENVIRONMENT

    The physical demands and work environment characteristics described here are representative of those that must be

    met by an employee to successfully perform the essential functions of this job. Be able to lift up to 25 pounds.

    Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

    · Physical demands: While performing the duties of this job, the employee is occasionally required to stoop and

    stand; walk; sit; use hands for keyboarding; reach with hands and arms; balance; speak and understand the

    English language. Normal hearing ability (may be with electronic assistance). Specific vision abilities required

    by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the

    ability to adjust focus.

    · Work environment: While performing the duties of this job, the employee is exposed to weather conditions

    prevalent at the time. The noise level in the work environment is usually minimal.

    GENERAL SIGN-OFF

    All job requirements are subject to possible modification to reasonably accommodate individuals with disabilities.

    This job description in no way states or implies that these are the only duties to be performed by the employee

    occupying this position. Employees will be required to follow any other job-related instructions and to perform other

    job-related duties requested by their supervisor in compliance with Federal and State Laws.

    Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job

    successfully, the employee must possess the abilities or aptitudes to perform each duty proficiently. Continued

    employment remains on an “at-will” basis.