Administrative Assistant

Year Round
30-32 hours per week

The Administrative Assistant supports the day-to-day administrative operations of Cedar Circle Farm & Education Center, helping keep our team organized and operations running smoothly.

Working closely with the Administrative Manager and collaborating with staff across departments, this position provides hands-on support with general office administration, basic bookkeeping tasks, CSA and program administration, HR paperwork, and operational communications. The Administrative Assistant helps ensure that information is accurate and up to date, routine tasks are completed efficiently, and employees have the administrative support they need to do their work.

Responsibilities

General Administrative Support

• Monitor the general farm email inbox and phone line; respond to inquiries and forward questions or requests as appropriate.
• Check and distribute incoming mail daily.
• Order office supplies, monitor inventory, and track supply needs.
• Assist with administrative logistics for large and small events in collaboration with the Events Committee and relevant staff.
• Distribute routine new-hire paperwork, track completion, assist with onboarding logistics, and schedule new employee orientations.
• Handle routine office technology troubleshooting.

Data Entry & Recordkeeping

• Maintain organized electronic and paper filing systems.
• Track CSA signups and payments, and send payment reminders, with oversight from the Administrative Manager.
• Maintain and update contact lists and member records in various systems as needed.
• Enter vendor invoices into QuickBooks using established procedures and coding guidelines.
• Organize invoices and maintain records of vendor bills and payment documentation, with oversight from the bookkeeper.
• Assist the bookkeeper with routine data entry and record reconciliation.
• With direction from the Administrative Manager, compile information for department managers - reports, registrations, and internal tracking.

Operational Communications

• Maintain and update routine operational and organizational information shared with the public through the automated phone message and website.
• Create, format, print, and post basic informational materials, such as notices about changes to hours, in coordination with the Administrative Manager.
• Provide administrative support for CSA communications.

Qualifications

Required Skills & Experience:

• Experience in an administrative, office support, or similar organizational role.
• Strong computer skills and comfort learning new software, online platforms, and digital systems.
• Strong organizational skills and attention to detail, with the ability to maintain accurate records, prioritize tasks, meet deadlines, and manage multiple ongoing responsibilities.
• Comfort working with numbers and spreadsheets, and the ability to learn bookkeeping processes and accounting software.
• Excellent time management skills, with the ability to prioritize work, meet deadlines, and adapt to changing needs.
• Self-directed and proactive, with the ability to take initiative, work independently, and follow tasks through to completion.
• Clear, professional written and verbal communication skills.
• Strong customer service skills and the ability to communicate courteously and effectively.
• Ability to handle confidential information with discretion.

Preferred Skills & Experience:

• Experience maintaining databases, spreadsheets, contact lists, or other administrative records.
• Experience updating website content or working with a content management system.
• Familiarity with office management systems, procedures, and equipment.
• Proficiency with Google Workspace and Microsoft Office, particularly Excel or Google Sheets.
• Experience with HR paperwork, employee onboarding, or personnel records.
• Experience supporting memberships, registrations, or program administration.
• Interest in local food systems, organic farming, or nonprofit work.

Compensation & Benefits

This is a full-time, year-round position with a salary range of $20-22/hr. Benefits include: health insurance (premium 100% employer paid); paid holiday, sick, and parental leave; a 403(b) retirement plan with a 5% employer safe harbor match; 20% discount at our farmstand; 50% off summer camps for dependents; and access to an employee assistance program.

To Apply

Please submit a cover letter, resume, and three professional references through our employment application.

About Cedar Circle Farm and Education Center

Cedar Circle Farm & Education Center is a nonprofit, certified o