Administrative Assistant

Overview

Administrative Assistant Jobs in Charlottesville, VA at PACEM

Overview:

For more than 20 years, PACEM has delivered dignified, data-driven shelter and housing solutions to the Charlottesville community. We operate low-barrier cold weather shelters, transitional housing at Lucia House, and Secure Housing programs that move guests toward permanent homes—all grounded in respect, racial equity, and close collaboration with regional partners and the local Continuum of Care. Our team works collaboratively to achieve our mission, and the Administrative Coordinator is a vital hub for our daily operations.

Position Summary:
The Administrative Assistant is responsible for administrative support and front-office support. The role receives, secures, scans, routes, and organizes financial documentation while providing administrative support to leadership, staff, and the Board. The Administrative Assistant plays an important role in internal controls by helping ensure that mail, checks, invoices, and supporting documentation are received, scanned, routed, and secured.

This is a year-round position with heavier demands during shelter season (late October through mid-April) and lighter demands during summer months.

Key Responsibilities:

Administrative & Operational Support

• Serve as the central point of contact for internal and external administrative inquiries.
• Manage all incoming and outgoing mail, including collecting mail from the post office box multiple times per week.
• Maintain and organize both digital and physical filing systems to ensure information is secure and easily accessible for the team.
• Oversee office supply inventory, anticipating needs and procuring materials to prevent workflow disruptions.
• Ensure the administrative office is a professional and welcoming environment, including weekly light cleaning and organization of shared spaces.
• Provide logistical support for meetings, including preparing materials, scheduling, and compiling staff reports for Board meetings.
• Assist with the development and scheduling of social media content to support communication goals.
• Perform other administrative duties as needed to support the overall team.

Team & Program Support

• Act as a resource for the entire staff, providing assistance with administrative tasks and access to necessary resources.
• Assist program staff with data entry and reporting needs as required.
• Support fundraising and event-related activities by helping with mailings, tracking RSVPs, and preparing materials.

Administrative Financial Support & Internal Controls

• Collect physical mail and open mail in accordance with written procedures.
• Identify checks, remittance documents, invoices, and financial correspondence.
• Log checks received and scan checks and remittance documentation.
• Prepare checks for deposit and secure original checks and supporting documentation in the designated lock box.
• Route scanned deposit documentation to the Accounting Manager.
• Scan, date-stamp, email, and upload paper invoices to the designated accounting location.
• Support document organization as directed by the Accounting Manager.
• Support onboarding paperwork collection and seasonal staff administrative documentation.
• Maintain administrative checklists.
• Maintain organizational vehicle travel logs, including check-out/check-in, mileage, fuel purchases, destinations, and reported issues.

Qualifications & Skills

• Proven experience in an administrative assistant, office coordinator, or similar administrative support role.
• Excellent organizational and time management skills with the ability to prioritize multiple responsibilities and meet deadlines.
• Strong attention to detail and commitment to accuracy when handling documents, records, and administrative processes.
• Proficiency in Microsoft Office 365, including Outlook, Word, Excel, and Teams, along with the ability to learn other software applications as needed.
• Ability to maintain organized electronic and paper filing systems while handling confidential information with discretion.
• Strong written and verbal communication skills and the ability to interact professionally with staff, board members, volunteers, vendors, and the public.
• Ability to follow established policies, procedures, and internal control requirements with consistency and attention to detail.
• Self-motivated with the ability to work independently while collaborating effectively as part of a team.
• Demonstrated problem-solving skills and the ability to adapt to changing priorities in a dynamic nonprofit environment.
• Demonstrated integrity, professionalism, and sound judgment when handling confidential information, financial documents, and organizational records.
• Valid driver’s license and reliable transportation for local travel, including mail retrieval and occasional organizational errands.

Preferred Qualifications

• Experience working in a nonprofit, government, or professional office environment.
• Experience maintaining electronic document management or filing systems.
• Experience supporting executive leadership, boards, committees, or volunteer organizations.
• Experience coordinating meetings, calendars, and administrative projects.

Disclaimer: This job description is intended to describe the general nature and level of work performed by the individual assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, and qualifications. The organization reserves the right to modify this job description and assign additional duties or responsibilities as needed to meet operational requirements.

Salary range: The hiring range for this position is from the minimum to the midpoint of the established salary range. The organization does not hire above the midpoint except in approved exceptional circumstances. This compensation structure is designed to support internal equity and provide employees with opportunity for salary growth over time.

Equal Employment Opportunity Statement

PACEM is an Equal Opportunity Employer. We are committed to a policy of equal treatment and opportunity in every aspect of our employment relations without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state, and local laws.

PACEM encourages applications from all qualified individuals and does not discriminate on the basis of any characteristic protected by law. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Pay: $17.00 – $21.00 per hour

Work Location: In person

Title: Administrative Assistant

Company: PACEM

Location: Charlottesville, VA

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