Administrative Assistant

Job Description

Title: Administrative Assistant

Reports to: Chief Financial & Administrative Officer

Location: Washington, DC National Office

Posting Date: February 20, 2025

Application Deadline: March 7, 2025

Anticipated Start Date: April 16, 2025

Organization Description: The Rural Community Assistance Partnership Incorporated (RCAP) is a national network of nonprofit partners that works to ensure that rural and Tribal communities across the US have access to safe drinking water, wastewater treatment, solid waste disposal, and economic prosperity through technical assistance, training, and financial assistance in the smallest communities across the country, many of which are low income. RCAP builds capacity at the local level, while raising the voice of rural and Tribal communities through advocacy, storytelling, research, and strategic partnerships. Annually, RCAP serves approximately 2,000 rural and Tribal communities with an average size of less than 1,600.

RCAP is a Non-Discriminatory Employer: We welcome and encourage applications from all qualified candidates, regardless of identity or background.

Position Description: Under general supervision of the Chief Financial & Administrative Officer (CFAO) this position provides administrative support to RCAP’s National Office and all RCAP staff. This position is expected to work in-person at the DC office at least four days each week during normal RCAP business hours. The position will generally work five days per week, eight hours per day. The RCAP normal business hours would be Monday through Friday between 8:00 and 6:00 pm, with the selected individual able to create their workday hours within that office hours’ range.

Specific Duties/Responsibilities Include:

• Serves as the reception person, greeting all visitors to the RCAP offices
• Answers the main RCAP virtual phone line
• Ships conference materials to events across the country and arranges for material drop offs and pick ups, dry cleaning of booth skirts and poster framing
• Orders office supplies for the DC office and for remote staff
• Takes minutes for all Board of Director meetings (with assistance of AI software)
• Gathers, opens and distributes mail sent to the RCAP office
• Prepares and makes bank deposits
• Maintains the office postage machine and copier with supplies and coordinates servicing needs
• Serves as the RCAP primary contact with Building Maintenance and Landlord
• Assists with staff travel arrangements, as necessary (most staff make their own travel arrangements)
• Provides direct administrative support to the CEO
• Provides administrative support to all RCAP staff for report preparation and mailings
• Assists in the preparation of periodic reports to the Board of Directors
• Assists in calendaring events across RCAP
• Oversees the RCAP job application email account, distributing resumes received and sending responses to applicants as decisions are made by hiring supervisors
• Assists with setting up job interviews for hiring managers and applicants
• Monitors the RCAP contactus@rcap.org email account and distributes incoming emails daily
• Notary Public services to RCAP staff and Board (RCAP will pay for this person to obtain their Notary Public certification)
• Attend RCAP’s Annual National Conference (location varies but is in Anaheim, CA the week of Oct 20th for 2025)
• Attends all Board of Director meetings and all-staff retreats (some local and some requiring travel).
• The Board meets four times per year, one time at the National Conference and normally at least one time virtually. The all-staff retreat is generally once each year.
• Occasional additional travel to RCAP events
• Other related duties as assigned

Required Qualifications:

• Administrative or related work experience preferred
• Attention to detail
• Knowledgeable of Microsoft Office 365 products – Excel, Word, PowerPoint, Outlook
• Experience using SharePoint a plus
• Skill in organization and coordination  
• Ability to work independently as well as in team environments
• Ability to troubleshoot and solve problems 
• Excellent verbal and written communication, interpersonal and customer relations skills
• Ability to gather data, compile information, and prepare materials  
• Ability to maintain confidentiality 
• Ability to meet strict timelines 
• Valid driver’s license and proof of insurance

Hours: Exempt, Full-Time

Salary Range: $58,700 - $64,600 starting salary per year depending on experience and qualifications

Benefits: RCAP offers an outstanding benefits package which includes:

• 15 days of Vacation Leave (accrued on a prorated per payroll basis)
• 15 days of Sick Leave (accrued on a prorated per payroll basis)
• 9 scheduled federal holidays (New Years’ Day, MLKing Day, Memorial Day, Juneteenth, 4th of July, Labor Day, Indigenous People’s Day, Thanksgiving Day and Christmas Day) and 3 floating holidays (which can be used anytime during the fiscal year) with one day of scheduled administrative leave the week between Christmas and New Years. (Presidents’ Day, Veterans’ Day and the Day after Thanksgiving are NOT scheduled holidays).
• Platinum level Health Insurance with 100% of premium paid for the employee and 70% for dependents (currently provided through CareFirst Blue Cross/Blue Shield)
• Dental and Vision Insurance with 100% of the premium paid for both employee and dependents (currently provided through Delta Dental and VSP)
• Transportation pre-tax benefits up to $165 per month for Metro fares and parking for DC based positions
• 403b Retirement Plan with automatic employer contribution of 7% after 6 months of employment
• Employer paid Life, Long and Short-Term Disability Insurance
• FSA Medical and Dependent Care Plans
• Optional Insurance plans available at 100% employee cost for Accident, Critical Illness and Supplemental Hospital

How to Apply:

Please submit a cover letter and resume/CV to apply@rcap.org by end of day March 7, 2025.

The Selection Process: In an effort to be as transparent as possible in our selection process as well as to help expedite bringing new staff on board, below is a tentative timeline of key events:

• Review of Resumes: Applications will be reviewed as they come in.
• First round of Interviews: Week of March 17th
• Second Round of Interviews: Week of March 24th
• Job Offer (subject to positive reference & background checks): By March 28th
• Preferred Start Date: April 16, 2025

While we will proactively communicate these dates and any changes to you throughout the process, please consider placing tentative holds on your calendars for the initial screening and full interviews. Dates subject to change.

Benefits: RCAP offers an outstanding benefits package which includes:

• 15 days of Vacation Leave (accrued on a prorated per payroll basis)
• 15 days of Sick Leave (accrued on a prorated per payroll basis)
• 9 scheduled federal holidays (New Years’ Day, MLKing Day, Memorial Day, Juneteenth, 4th of July, Labor Day, Indigenous People’s Day, Thanksgiving Day and Christmas Day) and 3 floating holidays (which can be used anytime during the fiscal year) with one day of scheduled administrative leave the week between Christmas and New Years. (Presidents’ Day, Veterans’ Day and the Day after Thanksgiving are NOT scheduled holidays).
• Platinum level Health Insurance with 100% of premium paid for the employee and 70% for dependents (currently provided through CareFirst Blue Cross/Blue Shield)
• Dental and Vision Insurance with 100% of the premium paid for both employee and dependents (currently provided through Delta Dental and VSP)
• Transportation pre-tax benefits up to $165 per month for Metro fares and parking for DC based positions
• 403b Retirement Plan with automatic employer contribution of 7% after 6 months of employment
• Employer paid Life, Long and Short-Term Disability Insurance
• Monthly cell phone stipend of $75
• FSA Medical and Dependent Care Plans
• Optional Insurance plans available at 100% employee cost for Accident, Critical Illness and Supplemental Hospital