Administrative Assistant

COMPANY NAME: Fort Smith Community Rescue Mission

POSITION TITLE: Administrative Assistant

REPORTS TO: Resident and Facilities Manager**;** Director

Job Summary

The Community Rescue Mission (CRM) is a faith-based, non-profit organization that provides safe shelter, meals, and needed support to the community in the Fort Smith, Arkansas metropolitan area. The Administrative Assistant works under general supervision of the Director and provides day-to-day office support while assisting with grant-related activities, including research, tracking, and reporting. This role is essential to keeping the organization organized, responsive, and compliant with funder requirements. The ideal candidate is detail-oriented, reliable, and comfortable managing multiple priorities in a small team environment.

Essential Duties:

Administrative Support

• Provide general office support, including answering phones, managing email inquiries, and greeting visitors
• Maintain organized digital and physical filing systems
• Schedule meetings, prepare agendas, and take meeting notes as needed
• Assist with data entry and database management
• Support staff with basic administrative needs and special projects
• Communicate professionally with residents and community partners
• Always uphold strict confidentiality
• Adaptable to changing workflows and team dynamics
• Detail-oriented with a proactive approach to problem-solving

Grants Support

• Assist with researching potential grant opportunities
• Help maintain the grant calendar, including deadlines and reporting requirements
• Support the preparation and assembly of grant applications and supporting documents
• Track submitted grants and maintain accurate records of funding status
• Assist in preparing grant reports by gathering data and documentation
• Ensure grant files are organized and compliant with funder requirements

Other Duties

• Provide support for events, programs, or outreach activities as needed
• Assist with donor acknowledgment letters and basic communications
• Volunteer Management-Coordinate, schedule and oversee volunteer program
• Other duties as delegated within their scope of duties to meet the needs of CRM.

Education Requirements, Skills & Qualifications:

· High School Diploma, GED or equivalent; Associate degree preferred.

· 1-3 Years administrative experience; non-profit experience a plus.

· Proficiency in Microsoft Office or similar software (Word, Excel, Outlook) and computers.

· Strong written and verbal communication skills

· Ability to manage multiple tasks and meet deadlines

· Comfortable working independently and as part of a small team

· Able to maintain confidentiality.

· Maintain professional demeanor when dealing with public and clients.

· Ability to prioritize effectively and meet deadlines while balancing multiple tasks with accuracy and attention to details. Works well under pressure.

· Strong organizational skills and attention to detail

· Experience with grant research or grant writing support preferred.

• Familiarity with donor or grant databases preferred.
• Interest in nonprofit work and mission-driven environments preferred.

Work Environment:

While performing the duties of this job, the employee primarily works indoors in a climate-controlled office with occasional support for events or meetings after regular office hours. The noise level in the work environment is usually moderate. The employee may be occasionally exposed to wet, hot, cold, and/or humid conditions.

Physical Demands and Mental Competencies:

The physical demands and mental competencies described are representative of those that must be met by the employee to successfully perform the essential functions of this job.

• Ability to communicate information and ideas so others will understand.
• Must be able to remain in a stationary position for extended periods of time, such as while operating a computer.
• Frequently operates a computer, telephone, and other office machinery, such as a copier, fax machine, and computer printer.
• Must be able to lift and transport 30 pounds.
• Ability to concentrate for long periods of time.
• Identify and apply appropriate measurements to analyze data.
• Identify and utilize relevant technology and tools to analyze data, efficiently and effectively perform assigned tasks.

Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Position Classification: Non-Exempt.

Pay: $12.50 - $13.50 per hour

Expected hours: 40.0 per week

Benefits:

• Dental insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person