Administrative Assistant

Position Summary

Recovery Lighthouse is seeking a detail-oriented and organized Administrative & Grants Assistant to provide administrative support for daily operations, grant reporting, documentation review, and financial recordkeeping.

This position will work closely with leadership to help ensure that administrative tasks, grant requirements, documentation, and records are completed accurately and on time. The ideal candidate is dependable, comfortable working independently, organized, and able to manage repetitive tasks while maintaining attention to detail.

Essential Responsibilities

Grant & Program Reporting

• Assist with preparing and completing monthly, quarterly, and other grant reports.
• Collect and organize information needed for grant reporting from various sources.
• Enter and maintain grant-related data in spreadsheets and other tracking systems.
• Review information for completeness and accuracy before reports are submitted.
• Maintain organized electronic files related to grants and programs.
• Assist with tracking grant deliverables, deadlines, attendance, services, and other required information.
• Help identify missing information or documentation needed for grant reporting.

Documentation & Compliance Support

• Review client/program documentation for completeness, accuracy, and compliance with established requirements.
• Assist with routine documentation audits and quality checks.
• Identify missing signatures, forms, information, or other required documentation and communicate deficiencies to appropriate staff.
• Maintain tracking sheets for documentation reviews and follow-up items.
• Assist with organizing and maintaining electronic records.

Financial & Administrative Support

• Scan, upload, organize, and appropriately label receipts and other financial documentation.
• Assist with maintaining organized electronic records of receipts, invoices, and other supporting documentation.
• Enter information into spreadsheets and administrative tracking systems.
• Assist with filing, scanning, copying, uploading, and organizing documents.
• Help maintain administrative records and spreadsheets.
• Provide general administrative support to leadership and program staff as needed.

Other Responsibilities

• Assist with special projects and administrative tasks as assigned.
• Help develop and maintain organized systems for tracking information and deadlines.
• Maintain confidentiality of client, financial, and organizational information.
• Follow organizational policies and procedures.

Qualifications

Required:

• Strong attention to detail and accuracy.
• Good organizational and time-management skills.
• Ability to work independently and follow established procedures.
• Computer proficiency, including Microsoft Office and/or Google Workspace.
• Ability to work with spreadsheets, electronic files, and databases.
• Ability to maintain confidentiality.
• Strong written and verbal communication skills.

Preferred:

• Experience reviewing documentation for completeness or compliance.
• Experience working in a healthcare, behavioral health, nonprofit, or social-service setting.
• Experience with electronic health records or other database systems.
• Experience with administrative or financial recordkeeping.

Position Characteristics

This position is well suited for someone who enjoys organized, detail-oriented work and is comfortable spending significant time working independently on a computer.

The successful candidate should be comfortable with:

• Repetitive administrative tasks
• Data entry and spreadsheets
• Reviewing documents for accuracy
• Following established processes
• Meeting recurring deadlines
• Asking questions when information is missing or unclear
• Handling confidential information appropriately
• Learning new software and organizational systems

Pay: $37,000.00 - $42,000.00 per year

Benefits:

• Health insurance

Work Location: In person