Part-Time Administrative Assistant


Job Summary

This position is responsible for payroll processing every other week, updating the systems and files with personnel changes. In conjunction with payroll processing, this position will also help with filing contracts and insurance certificates, keeping updated files and help with daily mail/deliveries/couriers and is a backup for the reception desk.

Responsibilities and Duties

  • Payroll processing; Maintain HR files
  • Processing contract renewals and coordinates with staff on items requested
  • Provide effective customer service for all internal and external Special Olympics Illinois employees and partners by utilizing excellent, in-depth knowledge of the organization
  • Professionally administer all incoming calls & ensure phone calls are redirected accordingly
  • Greet guests in a professional, friendly, hospitable manner
  • Clean and organize office space and records
  • Type memos, correspondence, reports, and data entry of confidential personnel information
  • Distribute and manage incoming and outgoing mail, shipping, and organizational mailings
  • Perform other related duties as assigned
  • Responsible for a variety of clerical duties, such as typing memos, correspondence, or reports
  • Assist with projects for CFO, COO and CDO as needed.
  • Back up for maintenance of office resources, supplies, and equipment


  • High School diploma or general education degree (GED)
  • Payroll processing knowledge is required
  • Position is security-sensitive and requires the signature of a Confidential Information and Nondisclosure agreement
  • Must be extremely responsible, team-oriented and pay attention to details
  • Excellent verbal, interpersonal, and written communication skills; ability to read and interpret documents such as procedure manuals, work instructions, or software manuals; ability to write routine reports and correspondence and edit documents for spelling and/or grammatical errors
  • Ability to work independently on assigned tasks as well as to accept direction on given assignments
  • Ability to add, subtract, multiply, and divide in all units of measure (fractions, decimals)
  • Ability to operate telephone, photocopier, fax machine, mail machines and computer workstation
  • Familiarity with Microsoft operating system, especially Excel; ability to learn computer programs and type at least forty words per minute; functional ability on a computer required
  • Light work required, which entails exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects
  • Close visual acuity required to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; visual inspection involving small defects, small parts, and/or operation of machines
  • Special Olympics experience or non-for-profit experience a plus


  • Based out of the Headquarters Office in Normal, IL
  • Must be able to work at least 25 hours per week.
  • Flexible shift available during operating hours M-F 8:00-4:30
  • Reports to Assistant Director – Administration