Administrative Assistant II

About Delta Community Supports

Since 1977, Delta Community Supports, Inc. (“Delta”) has been dedicated to enriching lives across New Jersey and Pennsylvania. From foster care and adoption services to specialized community living support for adults with intellectual and developmental disabilities (I/DD), Delta serves over 2,000 individuals and families each year. We proudly place the people we support at the heart of every decision, fostering long-term relationships and building inclusive communities where everyone has the opportunity to grow, thrive, and succeed.

Description & Position Summary

Delta Community Supports is seeking an enthusiastic, detail-oriented, and team-minded Administrative Assistant to join our Community Living team. Reporting directly to the Regional Director, this key role provides the critical day-to-day operational and administrative foundation needed to support our programs, field staff, and community members.

The Administrative Assistant performs a wide range of complex administrative, operational, and clerical support duties. Responsibilities include managing program records, drafting official correspondence, maintaining strict compliance data, compiling operational reports, and serving as the primary administrative point of contact for internal personnel and external partners.

Reports To: Regional Director

Principal Duties and Responsibilities

• Serve as the welcoming face and voice of the department, providing high-quality customer service to employees, individuals served, family members, and community partners.

• Manage incoming communications by answering multi-line phone systems, screening calls, addressing general inquiries, and routing urgent messages to the appropriate personnel in a timely manner.

• Oversee daily mail operations, including receiving, sorting, logging, and distributing all incoming postal mail, interoffice correspondence, and express packages, as well as preparing outgoing mailings.

• Provide comprehensive word processing, formatting, and administrative support to executive, accounting, and administrative staff, including preparing letters, memos, scanning documents, copying materials, and maintaining electronic and paper filing systems.

• Monitor department supply levels, conduct regular inventory checks, manage vendor quotes, and prepare purchase requisitions to ensure staff have all necessary materials and equipment.

• Process purchase orders, verify invoice details against deliveries, and coordinate distribution to appropriate departmental accounts.

• Maintain accurate program records, maintain filing compliance, and prepare routine weekly, monthly, or quarterly administrative reports.

• Provide cross-departmental administrative support during audits, staff onboarding, or special events as directed.

• Assist with special administrative projects and perform other related duties as assigned by leadership.

Qualifications

Qualifications & Requirements

• High school diploma or equivalency (G.E.D.) required; associate degree in business administration or related field preferred.

• Minimum of 1 to 3 years of successful administrative experience in a fast-paced office setting; non-profit or human services environment experience is a plus.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook) with strong data entry accuracy.

• Strong written and verbal communication skills with the ability to draft professional correspondence and interact effectively with diverse groups of people.

• Excellent time management, organizational skills, and attention to detail, with a demonstrated ability to multitask and meet deadlines.

• Strong ethical judgment and commitment to maintaining strict confidentiality regarding sensitive organizational and individual data.

• Physical Requirements: Ability to perform light, non-strenuous physical activities typical of an administrative office setting (e.g., sitting for extended periods, operating office electronics, light lifting of office supplies up to 15–20 lbs).