Administrative Assistant I

Administrative Assistant provides essential administrative and clerical support to ensure smooth and efficient office operations. This role is responsible for payroll processing support, timesheet allocation reviews, mileage validation, and report generation to track and control expenditures. The position also processes files, and performs general office management tasks in a fast-paced, high-volume environment. DUTIES AND RESPONSIBILITIES Administrative Support • Adheres to the mission, vision, and values of SERCO. • Provides clerical and administrative assistance to the Operations Manager to ensure smooth office workflow. • Processes, organizes, and maintains files in compliance with organizational and audit requirements. Payroll & Timekeeping • Reviews and validates employee timesheet allocations to ensure accuracy and compliance with funding sources. • Supports payroll processing by identifying discrepancies and coordinating corrections. • Reviews and validates mileage reports to ensure alignment with MIP records and organizational policy. Reporting & Expenditure Tracking • Generates reports to track line-item expenditures and flag potential overages. • Provides expenditure analysis to the Operations Manager to support budget oversight. Training Administration –back up (LISO Administrator) • Maintains and tracks mandatory staff training records. • Ensures all training documentation, form validations, and compliance records are audit-ready. • Coordinates with Lead LISO and supervisors to address upcoming or overdue training requirements. • Sends monthly termination and activation reports Compliance & Quality Control • Ensures all assigned administrative processes meet federal, state, and board compliance requirements. • Maintains confidentiality of employee and organizational records. Other Duties • Assists with special projects, data entry, and other administrative tasks as assigned by the Operations Manager. • Contribute to special projects and initiatives as required. DESIRED KNOWLEDGE, SKILLS AND ABILITIES: Knowledge of: • General office procedures, administrative workflows, and recordkeeping practices. • Payroll processing, timekeeping allocations, and mileage reimbursement protocols. • Financial tracking and reporting tools. • Compliance requirements related to documentation and audit readiness. Skills in: • Data entry with speed and accuracy. • Generating and reviewing expenditure and budget reports. • Using Microsoft Office Suite (Word, Excel, Outlook) and database systems. • Organizing and prioritizing multiple tasks to meet strict deadlines. Ability to: • Maintain accurate and organized records in both physical and electronic formats. • Identify discrepancies and take corrective action in coordination with management. • Communicate clearly and professionally in both oral and written formats. • Maintain confidentiality of sensitive information. • Work independently and as part of a team in a fast-paced environment.