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Position Description

Administrative Assistant



Reporting to the Executive Director, this position will be responsible for managing a wide range of office and operations activities. The scope of this position will include, but not be limited to:


General Administration

  • General administrative and clerical support for Executive Director, Board of Directors, Senior Management Staff and Agency centers
  • Organize and maintains central office file system
  • Establish, maintain and update files, databases, records and other documents
  • Coordinate purchasing of office supplies for agency
  • Monitor and coordinate office equipment purchase and repair and maintain equipment list
  • Transcribe, distribute and archive minutes of Board of Directors meetings
  • Prepare and distribute board packets and information for board meetings


Fiscal Support

  • Provide assistance to Fiscal Officer including prepare and mail vendor checks and prepare and enter receipts
  • Monitor funding availability of various grants and code program financials to appropriate grant source
  • Run financial reports as needed


Benefits Management

  • Review and monitor benefit plans for changes
  • Explain benefit options and enroll new employees as they become eligible
  • Coordinate benefit claims with employees
  • Account for floating holidays


Resource Development Support

  • Assists Executive Director with special event planning, donor database maintenance
  • Develop and format agency newsletter


Management Information Coordination

  • Compile monthly statistics from program and center data
  • Prepare scheduled or ad hoc statistical and narrative reports and performs basic information gathering and analysis as directed
  • Complete data forms for various grant reports
  • Coordinate with the Pikes Peak Region Comprehensive Client Management System (PPR-CCMS) operated by Pikes Peak United Way




Required Knowledge, Skills and Abilities

  • Perform technical, specialized, complex and difficult office administrative work requiring the use of independent judgment
  • Analyze and resolve office administrative and procedural problems
  • Perform basic research and preparing reports and recommendations
  • Organize own work, coordinate projects, set priorities, meet deadlines and follow up on assignments with minimum of direction
  • Use initiative and independent judgment within established policy and procedural guidelines
  • Communicate effectively with co-workers, subordinates, superiors, the general public, representatives of public and private organizations sufficient to exchange or convey information
  • Ability to make administrative/procedural decisions and judgments
  • Knowledge of supplies, equipment and services ordering and inventory control
  • Proficient in MS Office programs including Word, Excel, Access, PowerPoint and Publisher
  • Ability to gather and analyze statistical data and generate reports
  • Organizing and coordinating skills
  • Records maintenance skills
  • Familiar with accounting software


Education and Experience

Two years college or AA degree in Business Administration or related field; five years administrative assistant or office management or related field, or an equivalent combination of education and experience to successfully perform the essential duties of the job as listed above.


This is a non-exempt position; wages and benefits dependent on experience. Pikes Peak Community Action Agency is an Equal Opportunity Employer.


Please send cover letter and resume to:

James A. Faber, CEO
Pikes Peak Community Action Agency
722 S. Wahsatch Ave.
Colorado Springs, CO 80903
e-mail: [email protected]




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Last modified: 05/14/08