Administrative Assistant

Administrative Assistant

Commonwealth Community Trust (CCT) is a growing nonprofit organization that administers pooled special needs trusts for people who are vulnerable or have a disability. Our staff provides the highest quality of service that is based on best practices and a code of ethics. This is an opportunity to feel a sense of pride in fulfilling our mission.  

 See www.trustcct.org.

The primary responsibilities of the Administrative Assistant will be to provide front line communications to outside callers and provide general administrative support to the Client Services team. Callers range from a wide array of professionals to our special needs’ beneficiaries and their family members. 

This position requires effective communication skills, strong attention to detail, the ability to manage multiple tasks, and a personable, patient, and professional disposition. 

Reports directly to the Client Services Manager. 

A Full-time, hourly, and non-exempt position. (Business hours are Monday – Friday, 9am-5pm)

Essential Responsibilities

• Provide front-line phone coverage: answer calls, assist clients or direct callers to the appropriate staff, and provide follow-up customer service in a prompt and thorough manner.
• Provide administrative support to the Client Services Team.
• Maintain digital files and databases: add or update contact information in the database for current or prospective clients or professionals; generate correspondence and maintain information in the paperless document management system.
• Assist with the processing of payment requests. Enter transaction records, verify, match, and total receipts, when needed, and submit to Reviewers. Serve as Reviewer for routine recurring requests, as needed.
• Manage office workflow: process incoming mail and faxes and direct to the appropriate staff, order office supplies as needed, make copies, scan documents, and coordinate with external vendors (e.g., courier, recycling, shredding).
• Mail: pick up mail from PO box, drop off letters and packages to be mailed at the post office, and mail prepared letters and packets with enclosures.
• Customer service: Communicate with clients regarding payment requests, changes to demographic information, outstanding checks, and sometimes, just listen.
• Notarize documents in accordance with the statutory laws and administrative rules that apply to notaries public in the Commonwealth of Virginia.
• Backup to the other Administrative Assistants.

Knowledge/Skills/Abilities

• Ability to communicate professionally in writing, on the telephone, and in person.
• Ability to function effectively as part of a team, working collegially and professionally.
• Ability to handle and maintain confidential information.
• Excellent customer service and interpersonal skills.
• Good organizational and time management skills (able to manage multiple tasks concurrently, adapt to changing priorities, and meet deadlines).
• Strong computer skills including Microsoft Office Suite (Word, Outlook, PowerPoint), Microsoft Teams, and Monday.com.
• Excellent writing skills with attention to detail for narrative text (spelling, punctuation, etc.) and the presentation of data and information.
• Strong critical thinking and problem-solving skills.
• Basic online research skills.

Level of Education & Work Experience

• B.S./B.A. degree, 1-3 years of relevant work experience.
• Experience using Microsoft Office, including Word, Excel, PowerPoint, and Outlook and ability to learn new software.
• Any experience with the special needs community is a plus.

Salary and Benefits

The salary for this position will be based on experience. CCT offers vacation and paid time off, a health benefit, short-term and long-term disability, life insurance, and a 403(b)-retirement plan. CCT is an equal opportunity employer.

About Commonwealth Community Trust (CCT)

Commonwealth Community Trust (CCT) is a 501(c)(3) nonprofit organization that administers affordable and efficient Pooled Special Needs Trusts. Founded in 1990, CCT has grown to serve more than 2,000 beneficiaries throughout the United States. Our staff enjoy a supportive, welcoming, and cohesive work environment.