Administrative Assistant CFO

JOIN DISMAS and work for one of the nation's largest not-for-profit providers specializing in community-based adult re-entry programs. Dismas Charities provides quality, cost-effective community-based residential and non-residential supervision and treatment services. ENJOY meaningful work, indoor work environment, competitive pay, and benefits. Do work that POSITIVELY IMPACTS your community, assisting individuals to heal so they can once again be productive and responsible citizens.

This entry-level residential re-entry position in social services earns a competitive wage of $24.00 to $25.00. We offer excellent health, dental, and vision benefits, an excellent retirement plan fully funded by Dismas, paid time off (PTO), company-paid life insurance, and company-paid long-term disability insurance. If this sounds like the right opportunity in human services for you, apply today!

Shift Schedule: Full-Time. 40 hours per week. 1st Shift. Monday - Friday.

POSITION SUMMARY

The Administrative Assistant provides comprehensive administrative support to the Chief Financial Officer and three key departments: Accounting, IT, and Property Services. This role requires exceptional organizational skills, the ability to manage competing priorities across multiple functions, and strong attention to detail. The position includes project tracking responsibilities for Property Services, procurement coordination, and contract management.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Essential functions include, but are not limited to, the following:

Executive Support

• Provide direct administrative support to the CFO, including calendar management, meeting coordination, and correspondence.
• Prepare materials for meetings, presentations, and reports.
• Serve as a liaison between the CFO and internal/external stakeholders.
• Handle confidential information with discretion and professionalism.

Departmental Coordination

• Support administrative needs across Accounting, IT, and Property Services departments.
• Coordinate cross-departmental meetings and communications.
• Maintain departmental files, records, and documentation.
• Assist with special projects and initiatives as assigned by the CFO.

Procurement & Contract Management

• Order supplies, parts, and materials for supported departments.
• Track and manage vendor relationships and purchase orders.
• Maintain organized files of contracts, proposals, and vendor agreements.
• Monitor contract renewal dates and coordinate with appropriate stakeholders.
• Ensure all documentation is current, accessible, and properly archived.

Project Tracking & Management

• Track and monitor Property Services projects from initiation through completion.
• Maintain project timelines, deliverables, and status updates in Monday.com.
• Follow up with project stakeholders to ensure progress and identify potential delays.
• Prepare regular project status reports for leadership review.
• Flag issues or roadblocks that require attention or escalation.

SKILLS

Technical Proficiency

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with or ability to learn Monday.com or similar project management platforms.
• Strong organizational skills with the ability to manage multiple priorities simultaneously.
• Detail-oriented with strong record-keeping abilities.

Communication & Coordination

• Excellent written and verbal communication skills.
• Ability to coordinate effectively across multiple departments and with external vendors.
• Strong follow-up skills and commitment to seeing tasks through to completion.
• Demonstrated ability to maintain confidentiality and exercise sound judgment.

Initiative & Problem-Solving

• Self-starter who can work independently and anticipate needs.
• Ability to identify process improvements and implement solutions.
• Experience with or interest in AI tools and their application to administrative work.

QUALIFICATIONS/REQUIREMENTS

• High School Diploma or GED required; Associate's or Bachelor's degree preferred.
• Minimum of 3-5 years of administrative experience, preferably supporting senior executives.
• Experience with project tracking or coordination across teams preferred.
• Familiarity with accounting, IT, or property management operations a plus.
• Experience with procurement processes and vendor management preferred.

PHYSICAL DEMANDS

The physical demands described here are representative of those required of an employee to successfully perform the essential functions of this job. To perform this job successfully, the employee is occasionally required to lift and carry objects weighing up to 25 pounds. The role requires frequent sitting, standing, and walking. The employee must be able to use standard office equipment including computers, printers, and phones for extended periods.

ESSENTIAL POSITION

This position is considered an "essential position" (as defined by the United States Department of Homeland Security) and is a position that cannot be completed via telecommuting.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The employee works primarily in a climate-controlled office environment. Work may occasionally require presence at other company locations or vendor sites. The role involves regular use of standard office equipment and technology.