Administrative Assistant - Clearwater, FL

JOB PURPOSE

The Administrative Assistant provides critical leadership support to the Program Manager and Disaster Case Management staff through administrative excellence, ensuring accuracy, timeliness, and compliance. This role is responsible for maintaining organizational efficiency by managing payroll, reporting, records, communications, and logistics while modeling professionalism, accountability, and client-centered service.

ESSENTIAL JOB RESPONSIBILITIES

Payroll, Timekeeping & Expense Reporting

· 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%.

Administrative Support & Communication

· 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.

Records & Compliance Management

· 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.

Logistics, Errands & Office Operations

· 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.

Meeting & Event 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.

Leadership Through Administrative Excellence

· 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.

Other Duties

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