Administrative Assistant
18 hours ago
Wichita
Job DescriptionJob Description ORGANIZATION: For more than 60 years, Goodwill Industries of Kansas has been a trusted resource and advocate for people with disabilities and barriers to employment. At Goodwill Industries of Kansas, our mission is to transform lives and communities through the power of education, training and employment. Our vision is to be the leading resource for individuals seeking their fullest potential. We are seeking an Administrative Assistant to support our Corporate Office through coordinated administrative operations, strong document management, and effective interdepartmental communication. VALUES: • Sustainability: We commit to practices that support environmental, social and economic strength., • Ethics: We uphold high standards of honesty, integrity and fairness in all business dealings., • Respect: We treat ever individual with dignity, care and sincerity to build an equitable environment., • Voice: We listen to each other, value feedback and advocate for our communities., • Inspiration: We motivate, encourage and energize individuals to be their best through leadership and vision., • Community Engagement: We recognize the strength of collaboration and engage deeply with our stakeholders to transform lives together., • Excellence: We embrace innovation and strive for outstanding quality to deliver a positive impact to those we serve. MISSION STATEMENT: We transform lives and communities through the power of education, training and employment. PURPOSE OF POSITION: The Administrative Assistant plays a critical role in ensuring administrative continuity, document integrity, and organizational compliance across all departments. This role oversees organizational document control and standard operating procedure (SOP) systems, manages records to support accreditation standards, and supports day-to-day internal administrative operations such as mail distribution, supply ordering, and interdepartmental communications. The position ensures professional documentation and consistent administrative execution. SUPERVISION RECEIVED: Director of Human Resources SUPERVISION EXERCISED: None QUALIFICATIONS/EDUCATION: A high school diploma is required, with preference given to candidates who hold an associate degree in business administration, organizational leadership, or a related field. A minimum of three years of experience in administrative support, records management, or operational coordination is required. Experience working within ISO, CARF, or other accreditation frameworks is preferred, as is prior experience supporting executive-level staff and managing documentation across multiple departments. EXPERIENCE/SPECIAL SKILLS & KNOWLEDGE: The ideal candidate will provide a warm and welcoming first impression to all building visitors, exemplifying a customer-first mindset. They will display exceptional telephone diplomacy, maintaining professionalism and calm under pressure while handling every inquiry—including repetitive or nuisance callers—using sound judgment to de-escalate challenges, enforce boundaries, and follow established protocols for documenting and escalating inappropriate calls. Customer service, planning, coordination, and documentation skills, with a high level of proficiency in Microsoft Office Suite applications, particularly TEAMS, Word, Excel, Outlook, OneDrive and SharePoint. Familiarity with document control systems and versioning best practices is essential, as is the ability to communicate clearly and effectively in both written and verbal formats. The role requires sound judgment, discretion, and the ability to maintain confidentiality when handling sensitive information. Familiarity with phone queue software and other administrative systems is considered a plus. ORGANIZATIONAL RESPONSIBILITIES: Represent Goodwill’s values and mission to internal and external stakeholders. Organize and track applicable departmental records. Assist with projects and initiatives as assigned. JOB PROFICIENCIES: Organizing and tracking. Critical thinking and problem solving. Dependability and planning. Proficiency in technology applications and Internet computing. Written communication, integrity, ethics, credibility, and trust – able to maintain privacy of students, staff, and clients. Judgment and problem solving. Cooperation. Initiative. Quality work. Teamwork. Accuracy. Adaptability. Dependability. JOB COMPETENCIES: Ensures work completed timely. Records maintained by regulation. Collaborates effectively with staff, external partners, and service providers to ensure smooth communication and strong working relationships. Maintains confidentiality of all files, records, and billing information. Excellent computer skills and the ability to multi-task. ESSENTIAL FUNCTIONS • Maintain conference room calendars, including scheduling support, conflict resolution, and maintenance of room/resource details., • Serve as system administrator for SOPs, forms, and controlled documents; manage version control, approval workflows, archiving, and user permissions in alignment with accreditation standards., • Provide Learning Management System (LMS) administrative support, including learner and course enrollment, roster management, standard reporting (completion/attendance), manual completion updates, and basic login/access troubleshooting., • Support leadership with data compilation, reporting, and presentation development for accreditation, quality, risk, and other committees, as requested., • Coordinate and process incoming and outgoing mail and shipments, including certified/bulk mailings and internal transfers, in accordance with established procedures., • Order, stock, and maintain office, breakroom, and meeting supplies to support daily operations., • Support administration of the phone queue system (e.g., routing, greetings, holiday schedules, and on-call procedures) by coordinating updates with IT and maintaining current documentation., • Answer high-volume incoming calls, screen inquiries, and route callers to the appropriate staff member or department using established protocols., • Greet and assist walk-in guests; notify and coordinate with departments to ensure timely support, appropriate access, and a professional visitor experience., • Receive and triage incoming complaints and service concerns; document key details, de-escalate when appropriate, and route issues to the appropriate leader or department for resolution., • Assist with Administrative Department projects and initiatives, as assigned, including coordination, documentation, and follow-up., • Maintain strict confidentiality and exercise discretion when handling sensitive information, calls, complaints, and in-person interactions. DUTIES AND RESPONSIBILITIES • Prepare, proofread, and format professional documents, correspondence, and reports as requested., • Operate office equipment (e.g., copier, postage meter) and coordinate service or supply replenishment as needed., • Coordinate the vehicle check-out process, including maintaining usage logs and scheduling routine maintenance as needed., • Prepare and send monthly employee birthday cards in accordance with established processes and timelines., • Maintain a clean, organized, and professional reception and front office area., • Follow safety policies, participate in required drills and trainings, and report hazards or violations promptly., • Support Goodwill’s mission and values; promote inclusive, customer-focused service., • Perform additional administrative duties as assigned., • Collect, index, and file program data from multiple departments; verify completeness and escalate discrepancies., • Manage the annual SOP review cycle by generating review lists, sending reminders, tracking revisions, and publishing approved updates., • Coordinate mass mailings by building mailing lists, completing mail merges, overseeing printing and assembly, and preparing required postal documentation., • Reconcile monthly postage meter and courier invoices; code charges to the appropriate cost centers and submit to Accounts Payable., • Reconcile monthly supply orders; code charges to the appropriate cost centers and submit to Accounts Payable., • Maintain a professional front workspace and keep reception backup instructions and emergency contact information current., • Receive and sign for deliveries, verify packing slips, route materials to requesters, and document and report issues (damage, shortages) to initiate claims., • Comply with Goodwill policies and procedures, including confidentiality, ethics, safety, and accessibility requirements; report concerns promptly., • Participate in required trainings and support departmental and organizational projects as needed., • Stay current on applicable accreditation requirements and recommend improvements to document control processes as appropriate., • Other duties as assigned. STANDARDS FOR MEASURING PERFORMANCE/QUALITY STANDARDS: • Attendance and punctuality., • Quality and quantity of work performed., • Attitude and overall effectiveness of working relations with all stakeholders., • The way duties and responsibilities, essential functions and job competencies are performed., • Ability to accurately complete and maintain clarity in documentation, reports, and summaries in a timely manner., • Ability to complete assigned duties with acceptable results. PHYSICAL STRENGTH: • Lift -- push/pull while standing - up to 30 pounds on a daily basis., • Carry -- push/pull while moving - up to 30 pounds on a daily basis. BENEFITS: • Medical and Prescription Plan - available first of month following employment, • Paytient Medical Assistance Plan - available first of month following employment, • Dental Plan with Ortho Option - available first of month following employment, • Vision Care Plan - available first of month following employment, • Flexible Spending Accounts - available first of month following employment, • Group Life and AD&D - available first of month following employment, • 401(k) Plan - available first of month following 90-days employment, • Paid Time Off (PTO) and Sick Leave - accrual begins first day of employment, • Paid Volunteer Time Off - 8 hours per year, • Paid Holidays, • Accident and Critical Illness, • Employee Assistance Program, • Employee Referral Bonus, • Tuition Reimbursement Program, • 20% Discount at Goodwill Industries of Kansas Stores JOB LOCATION: 3351 N. Webb Rd., Wichita, KS BackApplyCopyright © 2026, ADP, Inc. All rights reserved. 8:00AM - 4: 30 PM Monday - Friday