Administrative Assistant Job at Full Circle in Des Moines

POSITION: ADMINISTRATIVE ASSISTANT

FLSA STATUS: NON-EXEMPT

DEPARTMENT: FULL CIRCLE RECOVERY

LOCATION: DES MOINES, IA

REPORTS TO: EXECUTIVE DIRECTOR

DIRECT REPORT(S): N/A

POSITION OVERVIEW:

The Administrative Assistant assists with essential administrative tasks, data management, marketing and design, and donor support to ensure the smooth operation of the recovery community organization. This role involves office management, data entry, donor database updates, basic bookkeeping support, and communications. This role supports staff and programs in creating a welcoming and organized environment for recoverees, volunteers, and community partners. This is a non-exempt position and is based on a 40-hour work week.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The following duties are normal for this position. These are not to be construed as exclusive or all inclusive. Other duties may be required and assigned.

General Office Assistance

• Greet visitors, participants, and volunteers warmly and direct them appropriately.
• Answer and direct phone calls, respond to general inquiries, and manage the organizations general email inbox.
• Assist with scheduling meetings, appointments, and room reservations.
• Maintain organized filing systems for both electronic and paper records.
• Assist with grant program tracking and record keeping.
• Manage waitlists and monitor general tracking systems for recoverees in justice-involved settings.
• Prepare materials for meetings, groups, and events, including printing, copying, and assembling packets.
• Monitor and order office and program supplies to ensure consistent inventory.
• Process incoming and outgoing mail.
• Provide administrative support for fundraising events, community events, and the organizations training program including preparing materials, tracking RSVPs, and assisting during events as needed.
• Perform other duties as assigned to support the organizations mission and daily operations.

Donor Database Management

• Maintain accurate donor records in the organizations donor management system.
• Record donations, generate acknowledgment emails/letters, and assist with donor correspondence.
• Support preparation of donor reports and mailing lists for fundraising campaigns and events.
• Assist with reconciliation of donations.

Design and Materials Preparation

• Create flyers, social media graphics, calendars, e-newsletters, and promotional materials using Canva or similar platforms.
• Manage website and social media platforms for the organization.
• Assist with developing visual materials for programs, events, and organizational communications in alignment with branding guidelines.
• Prepare and update signage, informational materials, and participant forms as needed.

MINIMUM QUALIFICATIONS:

• At least two years of administrative or clerical experience, preferably in a nonprofit, recovery, or human services setting.
• Experience using Canva or similar design tools to create flyers and promotional materials.
• Experience with data entry, donor database systems (e.g., Network for Good, DonorPerfect, or similar), and generating reports.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and ability to learn organizational data and accounting systems.
• Strong organizational and time management skills with attention to detail.
• Excellent verbal and written communication skills.
• Ability to handle sensitive information with confidentiality and professionalism.
• Warm, welcoming demeanor with a commitment to supporting individuals in recovery and fostering an inclusive environment.
• Lived experience with substance use disorder and sustained recovery preferred.
• Must be an independent thinker, trustworthy, dependable, and responsible.
• Valid drivers license, good driving record, car insurance, and reliable transportation.

ENVIRONMENTAL CONDITIONS:

• The work is performed in a typical office or administrative environment.

PHYSICAL REQUIREMENTS:

• Driving, climbing, stooping, kneeling, crouching, walking, lifting, reaching, talking, hearing, grasping and finger dexterity, repetitive motions.
• Sitting approximately 60 percent of the time.
• Standing approximately 20 percent of the time.
• Walking approximately 20 percent of the time.
• Requires the exertion of up to 10 pounds of force continuously.
• Up to 50 pounds of force infrequently to lift or otherwise move objects.

VISION REQUIREMENTS:

The minimum standard for use with those whose work deals largely with preparing and analyzing data and figures, accounting, transcription, computer terminal, and extensive reading.

EQUAL OPPORTUNITY EMPLOYER:

Full Circle Recovery Community Center is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, Full Circle will provide reasonable accommodations to qualified individuals and encourages prospective employees and incumbents to discuss potential accommodations with the employer.

Full Circle Recovery Community Center reserves the right to change this job description at any time.