Administrative Assistant, Executive Office Support - Goodwill of Colorado

Applications due by November 1, 2024 

Goodwill of Colorado

Job Description

Pay: $28.85/hour

This position is eligible for Daily Pay!  Work today, get paid today! We’ve partnered with DailyPay, a voluntary benefit to offer employees access to their pay on their own schedule.

Work Schedule: Monday - Friday 8:00am-4:00pm

This full-time position is eligible for Medical, Dental, Vision, Short Term Disability, Life/Accidental Death and Dismemberment, Flexible Spending Accounts, Long Term Disability, and several voluntary supplemental benefit offerings.  In addition, these positions are eligible for paid time off in the form of vacation, sick, holiday, floating holiday, jury duty and bereavement leave. All employees may also make pre-tax or post-tax (Roth) contributions to our retirement plan – must be 18 years of age to participate. Goodwill of Colorado is a Public Service Loan Forgiveness Program (PSLF) eligible employer.

WHO WE ARE:

Goodwill of Colorado is the preeminent non-profit agency serving Coloradoans with a multitude of programs that support older adults, adults who struggle with employment, Veterans, adults with developmental disabilities, and At-Risk youth. Our stores support the Goodwill mission while our workforce development programs and Contracts division provide critical jobs for those who need ongoing support. Goodwill is a valuable resource for the State of Colorado.  

OUR IDEAL CANDIDATE:

If you have these attributes, you are our ideal candidate:

• Supportive

• Analytical/Comfortable with Financial Assignments

• Communication/Writing Skills

• Confidentiality

• Positive

• Strong Interpersonal Skills

• Decipher Rules and Regulations and Standardize Procedures

• Reliable

• Flexible and Adaptable

• Organized/Can Handle Multi-Tasking

• Motivated

• Professional

JOB SUMMARY:

The Administrative Assistant IV, Executive Support works closely with all executives (primarily, but not exclusively the Chief Mission Officer and the Chief Operating Officer) in the fast-paced environment of a dynamic organization while also working independently with minimal supervision. The incumbent also provides administrative support to the Community Impact Division. The incumbent must be able to prioritize and manage multiple projects simultaneously and follow through on issues promptly.  

ESSENTIAL FUNCTIONS:

Executive Administrative Support:

• The incumbent will prepare meeting agendas in advance and arrange meeting facilities. They will be responsible for assisting the team in any assigned administrative work including, but not limited to taking meeting notes, managing Microsoft Outlook Calendars, coordinating travel, ordering and tracking supplies, and answering phones. Perform a variety of office support work such as composing confidential correspondence and resolutions, preparation of PowerPoint presentations, spreadsheets, and reports, scheduling meetings, coordinating travel and welcoming visitors. 

• The incumbent will assist in keeping documentation/projects on schedule and will perform many other duties as assigned including but not limited to processing invoices into SAP/B1, converting documents ready to sign through DocuSign, expense reporting, creating documents, graphics, and posters as needed.

• The incumbent communicates routinely and consistently with all Executive’s direct report staff.

• The Admin Asst IV will communicate routinely and consistently with all co-workers, staff, and customers proactively and positively. The Incumbent will use good customer service skills and approaches with all clients. In addition, the incumbent will deal effectively and calmly with non-routine situations following accepted guidelines. 

• The incumbent will occasionally act as backup during staff shortages at the front desk. 

Community Impact Division Support:

• The Admin Asst IV will be responsible for all statistical data collection and reporting for the Community Impact division including monthly program outcomes and GII (Goodwill Industries International) Gateway (monthly/annual reporting). 

• The incumbent will assemble reports on Medicaid utilization and support bi-monthly Medicaid validation efforts.

• They will download, format, track, and submit program surveys to outside vendors.

• Serves as the administrative lead for all CARF (Commission of Accredited Rehabilitation Facilities) documents for the Community Impact division.

• The Admin Asst IV will assist the team with administrative activities required to prepare, and submit, RFP’s/grant proposals to foundations, corporations, community organizations, and government agencies. 

• The Incumbent will function as the “organizer” of the RFP writing team to include the initial outline ensuring completeness of the proposal and timeliness/accuracy of the submission. On occasion, the Admin Asst IV will be asked to edit and correct the entire proposal. They will gather all information as required to respond appropriately to all proposals and reports.   

• The Admin Asst IV will organize, plan, and coordinate various events to include layout requirements, reservations, guest speakers, etc. This may include, but not be limited to, the GoodMarket event, staff retreats, and staff meeting days.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education:

• A High School diploma or equivalent is required; a college degree is preferred. 

Experience:

• A minimum of seven (7) years of clerical, financial, computer, and customer service experience with a minimum of three (3) years supporting at the executive level.  

Other:

• The incumbent must be highly skilled in Microsoft (MS) Office Suite, and Outlook calendar management and able to type at least 50 wpm accurately. 

• The incumbent will be required to present professionally. 

• The Admin Asst IV must be able to work independently and cooperatively with several people. The incumbent must be able to organize and follow through with duties demonstrating the capability of handling several different and ongoing projects at a high level. This individual must possess excellent skills in the following areas: research, reporting, writing, editing, verbal communication, Microsoft Office, managing processes, organization, and analyzing information.  

• The incumbent must be able to cope with the pressure of deadlines and be flexible regarding job tasks and duties, able to and willing to cross-train. The incumbent must be neat, courteous, and personable. Must maintain a positive attitude and interact appropriately with others including community agencies, other employees, and clients of varying functioning levels. The incumbent must have extensive software skills as well as Internet research abilities.

• The incumbent will be required and must have the ability to drive for company business*.

*Per auto vehicle insurance carrier requirements: For applicants/employees to qualify for inclusion on the Goodwill driver insurance schedule, for purpose of driving Goodwill fleet vehicles, they must be at least:

• 19 years of age (not engaged in passenger transportation),

• 25 – 70 years of age for all passenger transportation services,

• 21 years of age for CDL.

Applicants/employee will be required to undergo a Motor Vehicle Record (MVR) check and background check; applicants/employees must disclose all moving traffic violations or vehicle crashes (within the last three (3) years)(Note: not all violations are a disqualification for employment and each case will be reviewed by the insurance carrier); must have valid Colorado State driver license; must also be able to operate company vehicle, and adhere to all Federal, State, and local laws governing vehicle operation.

Applicant/employees using their personal vehicle for company business, must have valid vehicle insurance, valid driver license, and vehicle must be in roadworthy condition.

Goodwill is an Equal Opportunity Employer dedicated to employing qualified individuals including those with disabilities, protected veterans and military spouses. 

Goodwill participates in E-Verify.  For more information on E-Verify, please contact DHS:  888-897-7781 or www.dhs.gov/E-Verify

We promote a Safe & Drug-free Workplace.

 Physical Requirements

Attachment to Job Description

Job Title: Admin Asst IV, Executive Support                                                            Dept Number: 9000

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.

Guide to Physical Requirements:

• Continuously (5-8 hours)

• Frequently (3-4 hours)

• Occasionally (1-2 hours)

• Never

LIFTING: (as defined by ADA)

   Heavy: 45 lbs & over - NEVER

   Moderate: 15-44 lbs - OCCASIONALLY

   Light: 14 lbs & under - OCCASIONALLY

CARRYING:

   Heavy: 45 lbs & over - NEVER

   Moderate: 15-44 lbs - OCCASIONALLY

   Light: 14 lbs & under - OCCASIONALLY

PUSHING/PULLING - OCCASIONALLY

REACHING:

   Above Shoulder - OCCASIONALLY

   At Shoulder - OCCASIONALLY

   Below Shoulder - OCCASIONALLY

TWISTING - OCCASIONALLY

BENDING - OCCASIONALLY

KNEELING/CRAWLING - OCCASIONALLY

SQUAT - OCCASIONALLY

CLIMBING:

   Use of legs only (stairs) - OCCASIONALLY

   Use of arms & legs (ladders) - OCCASIONALLY

HEARING - CONTINUOUSLY

VISION:

   Visual, close - FREQUENTLY

   Visual, distant - FREQUENTLY

   Visual, depth perception - FREQUENTLY

HANDS/FINGERS:

   Simple grasping - FREQUENTLY

   Fine Manipulation - FREQUENTLY

   Repetitive Movements - FREQUENTLY

WALKING - FREQUENTLY

STANDING - FREQUENTLY

SITTING - FREQUENTLY

SPEAKING - FREQUENTLY

OTHER, please describe - 

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)