Position Summary:
We are seeking a highly organized and versatile Administrative Assistant to provide support across various departments, including Human Resources, Accounting, and Grants. This role requires someone with a proactive attitude, excellent communication skills, and the ability to manage multiple tasks efficiently. The ideal candidate will be detail-oriented and adaptable, offering support in daily administrative tasks, assisting with HR processes, managing attendance records, aiding in hiring efforts, and contributing to grants management.

Role Overview:

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  Human Resources Support:
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    Assist with recruitment efforts by posting job openings, reviewing resumes, scheduling interviews, and communicating with candidates.
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    Help with onboarding new employees, including preparing documentation and coordinating orientation.
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    Maintain employee records and ensure they are updated in HR systems.
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    Assist with employee benefits administration and other HR-related tasks as needed.
• Payroll Support:
  • Open employee files on Sage
  • Calculate hours of work
  • Process payroll for some companies
  • Check Attendance
• Office Support:
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    Manage general office tasks, including scheduling meetings, organizing files, and maintaining office supplies.
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    Answer phone calls, respond to emails, and handle correspondence in a professional manner.
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    Provide administrative support to senior management as required.
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  Accounting Support:
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    Assist with basic accounting tasks, such as data entry, invoicing, and processing payments.
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    Help with reconciling financial records and preparing reports for the finance team.
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    Assist with managing petty cash and expense reimbursements
    
  • Create invoices
• Purchasing/Inventory Support:
  
  • Setting up and tagging the equipment when it came into the building.
  • Keep inventory up to date
  • Create PO's
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  Attendance Management:
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    Track and manage employee attendance, ensuring accurate records for payroll and compliance purposes.
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    Assist with leave requests, sick days, and other attendance-related documentation.
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  Grants Support:
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    Help with the preparation and submission of grant proposals and applications.
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    Track the progress of ongoing grants and ensure deadlines are met.
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    Maintain organized records of grant documentation and assist with reporting and compliance requirements.

Qualifications:

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  Proven experience in an administrative or support role, with exposure to human resources, accounting, or grants management preferred.
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  Strong organizational skills with the ability to manage multiple tasks and deadlines.
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  Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and comfortable learning new software tools.
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  Excellent written and verbal communication skills.
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  High attention to detail, with the ability to maintain confidentiality and handle sensitive information.
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  Ability to work independently and as part of a team in a fast-paced environment.