Description

POSITION SUMMARY
The Administrative Assistant provides administrative support to the Arizona Friends of Foster Children Foundation (AFFCF) Senior Leadership Team while serving as the organization’s primary front-office contact. This position is responsible for maintaining consistent and professional front-office coverage during established business hours, including answering phones, greeting visitors, receiving and distributing mail and deliveries, and assisting with routine pickups and drop-offs.

The position is intentionally structured so that its administrative responsibilities can primarily be performed from the front desk. In addition to front-office responsibilities, the Administrative Assistant supports scheduling, meetings, document preparation, recordkeeping, tracking, basic financial administration, and other recurring administrative processes.

The successful candidate will be highly organized, dependable, comfortable managing competing priorities and interruptions, and able to handle confidential information appropriately. This role requires someone who takes ownership of assigned tasks, follows through, communicates effectively, and enjoys providing administrative support across an organization.

ESSENTIAL JOB FUNCTIONS

Front Office & Organizational Support

• Serve as the primary point of contact for visitors, callers, vendors, and others interacting with the AFFCF office.
• Answer, screen, and direct incoming telephone calls and respond to routine inquiries.
• Greet and assist visitors and coordinate routine pickups and drop-offs.
• Receive, sort, and distribute incoming mail, packages, deliveries, and other correspondence.
• Prepare outgoing mail and shipments as needed.
• Maintain a professional, organized, and welcoming reception and common-area environment.
• Maintain office supply inventories and coordinate routine supply orders.
• Coordinate conference room schedules and assist with meeting-room preparation.
• Follow established visitor, building access, confidentiality, and office security procedures.

Senior Leadership & Administrative Support

• Provide administrative support to members of the Senior Leadership Team as assigned.
• Coordinate meetings, appointments, and calendars and assist with scheduling across internal and external participants.
• Prepare and organize meeting materials, agendas, presentations, correspondence, and other documents.
• Maintain assigned action-item lists, administrative trackers, calendars, and recurring schedules.
• Assist with meeting notes and administrative follow-up when requested.
• Draft, format, proofread, copy, scan, file, and organize documents and records.
• Assist with compiling information and preparing routine reports or summaries.
• Maintain organizational contact lists, directories, files, and other administrative records.
• Provide administrative support for Board and committee meetings as assigned.
• Assist with routine administrative projects that can be completed while maintaining front-office coverage.

Finance & Administrative Processing

• Provide clerical and administrative support to the Finance & Operations function under the direction of the Director of Finance & Operations.
• Collect, organize, and maintain supporting documentation for routine financial processes.
• Assist with follow-up for outstanding receipts, forms, approvals, and other required documentation.
• Maintain established spreadsheets, logs, and administrative tracking tools.
• Assist with the preparation, organization, filing, and distribution of financial documents.
• Coordinate routine check or document pickups and maintain related records as directed.
• Perform basic data entry and other clerical financial tasks in accordance with established procedures and internal controls.

Organizational Tracking & Coordination

• Maintain assigned recurring administrative checklists and tracking systems.
• Assist with tracking required employee documentation, certifications, and training, such as CPR and First Aid, and provide reminders regarding upcoming expirations or requirements.
• Assist with administrative components of employee onboarding and offboarding using established processes and checklists.
• Submit routine building, maintenance, or service requests and track them through completion.
• Coordinate routine communications with service providers when the work can be managed from the front office.
• Assist departments with administrative components of organizational activities and events, such as scheduling, document preparation, maintaining lists, communications, and other assigned clerical support.
• Identify incomplete or overdue administrative items and follow up with the appropriate staff member.
• Perform other administrative duties consistent with the scope and level of the position.

Requirements

MINIMUM QUALIFICATIONS

Education & Experience

• High school diploma or equivalent required.
• Two years of administrative assistant, office coordination, front-office, or comparable administrative experience preferred.
• Demonstrated experience using common office software and technology.
• Experience working in a position requiring organization, customer service, confidentiality, and management of multiple priorities.
• An equivalent combination of education and relevant experience that demonstrates the ability to perform the essential functions of the position will be considered.

Additional Requirements

• Must possess or be able to obtain and maintain a valid Arizona Level 1 Fingerprint Clearance Card. If not held at the time of hire, the employee must promptly initiate the application process and successfully obtain the clearance card as a condition of continued employment.
• Must possess or obtain current CPR and First Aid certification within 60 days of hire and maintain current certification throughout employment.
  

PREFERRED QUALIFICATIONS

• Experience providing administrative support to managers, directors, or a leadership team.
• Experience with Google Workspace or similar cloud-based productivity tools.
• Experience with basic financial or accounting-related administrative processes.
• Experience working in a nonprofit, human services, or similar mission-driven organization.

KNOWLEDGE, SKILLS, AND ABILITIES

• Strong organizational and time-management skills with the ability to prioritize multiple responsibilities.
• Ability to work effectively in an environment with frequent interruptions while maintaining accuracy and follow-through.
• Strong written and verbal communication skills.
• Professional and courteous interpersonal and customer-service skills.
• Ability to exercise appropriate judgment and discretion when handling confidential or sensitive information.
• Strong attention to detail and commitment to accurate recordkeeping.
• Ability to work independently within established procedures and recognize when an issue should be escalated.
• Ability to coordinate schedules, meetings, deadlines, and recurring administrative requirements.
• Proficiency with common office technology, including email, calendars, spreadsheets, word processing, shared documents, and electronic filing systems.
• Ability to learn and effectively use AFFCF systems and administrative procedures.
• Ability to work collaboratively and provide administrative support to multiple members of leadership while managing competing priorities.
  

PHYSICAL DEMANDS AND WORK ENVIRONMENT

• Primarily sedentary work with prolonged periods of sitting and working at a computer workstation.
• Ability to operate standard office equipment, including computer, keyboard, phone, printer/scanner, and copier.
• Ability to communicate effectively in person, by phone, and in writing.
• Ability to occasionally lift and move office materials, packages, or supplies up to 25 pounds.
• Standard indoor office environment with controlled lighting and temperature.
• This is a fully on-site position with a primary workstation located at AFFCF’s front desk.
• Regular and reliable attendance and consistent physical presence at the front desk during assigned business hours are essential functions of the position.
• The position requires maintaining front-office and telephone coverage while completing administrative responsibilities throughout the workday.
  

COMPENSATION AND BENEFITS
Compensation is $23.00–$25.00 per hour, based on experience and qualifications. AFFCF offers a comprehensive benefits package for eligible employees, including:

• Medical, dental, vision, and life insurance.
• Flexible spending accounts (FSA/dependent care).
• Retirement contributions.
• Paid time off, including vacation, sick leave, and holidays.

EQUAL EMPLOYMENT OPPORTUNITY
AFFCF is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), national origin, age (40 or older), disability, genetic information, sexual orientation, gender identity or expression, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local law.

AFFCF will provide reasonable accommodations for qualified individuals with disabilities to perform the essential functions of this position, provided the accommodation does not impose an undue hardship on the organization. Applicants or employees who require accommodation should contact Human Resources or the Executive Director.

AFFCF is an E-Verify employer as required under A.R.S. § 23-214.

DISCLAIMER
This job description is intended to convey information essential to understanding the scope of the position and is not an exhaustive list of skills, duties, responsibilities, or qualifications associated with the role. Duties, responsibilities, and activities may change or be supplemented at any time with or without notice. This document does not constitute a contract of employment. Employment with AFFCF is at will.