Administrative Assistant

Exercise your organizing and communication skills at a wonderful nonprofit with an outstanding reputation for great service in Waukesha. We are looking for a multi-talented administrative assistant to help keep operations humming along at our 44-year-old organization, Adaptive Community Approach Program (ACAP). ACAP assists adults with disabilities in leading full and meaningful lives and is a leader in community-oriented day services in the region. ACAP provides our members access to community resources and opportunities for growth experiences that are educational, recreational, creative, service-oriented, and therapeutic. We’re fun, but we’re also committed to high organizational standards and professionalism.

Summary of Organization:

ACAP fosters an inclusive community in which everyone’s unique contributions are recognized and valued. Our staff are creative, dedicated, caring individuals from a variety of backgrounds who come together to provide purposeful and enriching experiences for our 90+ members. Our rich programming is offered at two downtown Waukesha sites, the Main Site, and Art Links. 

Position purpose:

Under the direction of the Executive Director (ED), the Administrative Assistant (AA) completes administrative tasks and contributes to office work flow at ACAP. Primary tasks include operations (i.e., attendance, data & records, program management support); communications assistance (i.e., phones, website, social media monitoring and updating); grant management assistance (i.e., tracking, reports assistance); and facilities assistance (supplies tracking, troubleshooting); along with other administrative duties as assigned by the ED.

Hours:

• 8 am – 12 pm M-F
• 10 Holidays
• Benefits: Prorated vacation days, following the pattern of full-time employees.

Salary:

This half-time position offers $16-20 per hour, depending on experience and qualifications. There is potential to grow this position to full-time. 

Work environment:

• Dedicated, compassionate, capable, hard-working colleagues who work together to prioritize excellence in service.
• Active, busy, changeable work environment oriented around mutual support and having each others’ backs.
• Creativity, flexibility, and positivity are professional assets.
• Noise level is generally moderate.
• Occasional work responsibilities outside normal hours

Duties and responsibilities include the following:

Operations Assistance

• Answering the phone, delivering messages, responding to public inquiries
• Getting the mail
• Answering doors; ensuring visitors sign in
• Managing attendance records
• Data management
  • Populates and helps maintain Little Green Light (Customer Relationships Management System)
  • Populates and helps maintain SurveyMonkey e-newsletter list
  • Works with ED to track grants, donations, and fundraisers
  • Assists with compliance reports (i.e., Home & Community Based Services Reviews, etc.)
  • Updates online and office calendars
  • Helps keep Emergency Cards completed and updated for both agency sites
• Records maintenance

Communications Assistance

• Increases utilization of agency’s Customer Relationship Management system, Little Green Light, 
• Assists with internal communications
  • As directed by ED
  • Serves on Communications, Outreach, and Fundraising Working Group
• Assists with external communications
  • Newsletters 
  • News Releases
  • Fundraisers
  • Social Media

Facilities Assistance

• Tracks and helps troubleshoot maintenance needs
  • Helps track and update multiple inventories
  • Helps as needed with facilities needs and troubleshooting
  • IT – assists with ensuring technology tracking, maintenance, etc. 
  • Cleaning: supports facilities cleaning processes

Other administrative and office tasks as assigned

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

QUALIFICATIONS

Education and Experience:

• Required: strong oral and written English communication skills
• Required: excellent organizational skills reflecting the ability to perform and prioritize multiple tasks with superior attention to detail
• Required: knowledge of Microsoft Office Applications Excel and Word; acquaintance with PowerPoint, Outlook. Knowledge of Little Green Light a plus.
• Required: excellent interpersonal skills — fundamentally compassionate, kind, and patient, possessing the ability to work well with all different personalities
• Preferred: two years of administrative experience or an equivalent college degree
• Ability to handle confidential information

Physical demands:

• Regularly required to talk and hear
• Required to be able to taste and smell
• Required to have full and stable mobility and use of body appendages
• Occasional lifting and moving of items up to 50 pounds

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Licenses:

• Valid driver’s license