Administrative Assistant position

Jewish Federation of Cincinnati - Part Time

Job #20828



This is a part-time Administrative Assistant position, which supports Shared Business Services, a department of the Jewish Federation of Cincinnati. This position reports to the Managing Director of SBS.  SBS provides finance, accounting, and human resource services to more than 20 Jewish non-profits in the Greater Cincinnati area.  The Administrative Assistant supports departmental employees with a variety of tasks, including being responsible for confidential and time sensitive material. The Administrative Assistant needs to be familiar with a variety of administrative concepts, practices, and procedures.

  • Provide primary administrative support for the Managing Director and all SBS staff
  • Support the Human Resources Recruiter by scheduling interviews and candidate screenings, conducting employment references, greeting candidates, and scanning resumes and/or maintaining data integrity in the Applicant Tracking System (ATS) as needed
  • Scan personnel records, label, and electronically file
  • Perform light accounting work, such as deposit scanning and invoice preparation
  • Prepare monthly expense reports and manage online credit card expenses for multiple individuals
  • Answer phone calls and direct callers to appropriate parties or take messages, as appropriate
  • Schedule meetings with volunteers and professionals
  • Coordinate meeting needs, including location and logistics, agendas, minutes and other material development, copying and distribution, as well as room, food and beverage orders and set up
  • Coordinate and perform periodic archival of documents and manage offsite storage needs
  • Sort mail periodically, including scanning and emailing documents while workforce is remote
  • File and retrieve corporate documents, records and reports
  • Open, sort and distribute incoming correspondence, including mail, faxes and email
  • Make travel arrangements as needed
  • Greet visitors and determine whether they should be given access to specific individuals
  • Maintain department vacation and leave calendar
  • Support accountants with mailings and acknowledgement letters as requested
  • Purchase office supplies as needed


  • Experienced administrator with strong office and project management skills
  • Strong oral and written communication skills
  • Strong work ethic and respect for and adherence to confidentiality expectations
  • Strong writing, editing, and organizational skills
  • Professional and pleasant demeanor and disposition
  • Critical thinking is essential
  • Ability to take initiative and ownership of assigned projects and duties
  • Ability to multitask effectively, prioritize project responsibilities, and meet deadlines
  • Consistent and strong attention to detail
  • Outstanding customer service skills
  • This job requires professionalism, a team player, a consistently upbeat attitude and a proven ability to work with passion, excitement, and enthusiasm
  • Willingness to occasionally work extra hours
  • Accounting experience a plus
  • Must be able to follow standard filing procedures
  • Ability to work independently and also with a team in a fast paced and high volume environment with emphasis on organization, accuracy and timeliness
  • High school diploma or GED certificate


Admin - Clerical