Position Overview:
Club 21 is seeking a dependable and detail-oriented Office Assistant to support the day-to-day administrative operations of our organization. This part-time role plays an important part in keeping Club 21 running smoothly by maintaining accurate records, supporting human resources functions, managing office systems, and providing general administrative assistance. The ideal candidate is organized, trustworthy, and comfortable working independently in a small nonprofit environment.
Position Details:
Position Title: Office Assistant
Status: Part-Time, Non-Exempt
Hours: 10 hours per week
Reports To: Executive Director
Location: Club 21 Office
Schedule Note: Employees are required to work one Saturday per month and occasional events.
Key Responsibilities:
HR Support
- Maintain organized and up-to-date contract teacher files, including fingerprinting documentation, references, and related records.
- Maintain and manage staff personnel files in accordance with organizational policies and applicable regulations.
- Serve as Custodian of Records, ensuring the secure storage, retention, and appropriate access of organizational documents.
- Monitor and schedule CPR training for staff, tracking certifications and renewal deadlines.
- Monitor and schedule required sexual harassment and violence prevention training, ensuring all staff complete training in a timely manner.
- Input and maintain accurate staff attendance records.
Office Systems
- Serve as G-Suite administrator, managing user accounts, permissions, shared drives, and organizational settings.
- Serve as Intranet administrator, maintaining and updating internal resources, documents, and staff communications on the organization’s intranet platform.
- Manage and support Adobe software tools used by Club 21 staff for document creation, editing, and digital workflows.
Office Management
- Develop and distribute the monthly board agenda and supporting documents, coordinating with the Executive Director and relevant staff to compile materials in advance of board meetings.
- Order and manage office supplies, monitoring inventory levels and ensuring the office is stocked and organized.
- Coordinate mailings as needed, including mail merge, label creation, and preparation of outgoing correspondence.
Qualifications:
- High school diploma or equivalent required; associate’s degree or administrative coursework preferred.
- 1–2 years of experience in an office or administrative support role, preferably in a nonprofit setting.
Preferred Skills:
- Proficiency with Google Workspace (G-Suite), including Gmail, Drive, Docs, Sheets, Calendar, and Forms.
- Experience with Adobe Acrobat or Adobe Creative Suite.
- Familiarity with intranet platforms or internal document management systems.
- Strong organizational skills with a high level of attention to detail and accuracy.
- Ability to handle confidential information with discretion and professionalism.
- Reliable, self-directed, and comfortable managing multiple tasks with minimal supervision.
- Commitment to the mission of Club 21 and to creating an inclusive, welcoming environment.
Club 21 is an equal opportunity employer committed to an inclusive workplace.
Pay: $22.00 per hour
Work Location: In person
