Job Title: Administrative Assistant
Responsible To: Executive Director
Purpose and Scope: Handle all details relating to office management with the possibility for future growth.
Job Responsibilities and Essential Functions:
FISCAL MANAGEMENT RESPONSIBILITY
• Prepare and maintain all campaign printouts
• Post pledges on computer campaign records
• Prepare deposits
• Manage invoices, payments, and receipts
• Provide assistance with payroll, personnel databases and other duties
• Enter financial data into system
• Prepare all balance sheets, cash flow, aging reports, progress charts
• Be knowledgeable about all required taxes and insurance forms and the due dates
• Prepare all checks in a timely manner
• Reconcile bank statements
• Maintain Petty Cash records
ORGANIZATIONAL RESPONSIBILITY
• Coordinate attendance at all meetings or events
• Prepare material needed for meetings
• Attend meetings when director is unavailable including taking notes and recordings as needed
• Maintain board books and documents
• Active participation in office management, including handling general clerical tasks
• Organize and prepare meeting schedules for various departments
• Ensure meeting spaces are properly requisitioned ahead of schedule
OFFICE MANAGEMENT
• Process incoming mail with Systems Coordinator
• Process outgoing mail
• Maintain personnel files and attendance records
• Ensure filing of pledges, vouchers, correspondence, minutes, etc
• Manage office equipment and supplies, and ordering new equipment and supplies as needed
• Work collaboratively with other departments to help solve clerical issues
• Perform other duties as assigned
JOB REQUIREMENTS:
• An Associate’s degree in office administration or a related field may be preferred
• 1-2 years of experience for entry-level positions
• Expertise of Microsoft Office Suite, including Word, PowerPoint, and Excel
• Ability to type 50 words a minute
• Expertise with QuickBooks and payroll processing
• Experience using business email services, such as Google
• Previous experience with, or an ability to learn to use common office equipment, such as modern phone systems, fax machines, and copy machines
• Comfort multitasking and handling multiple requests from different individuals and departments
• Ability to work quickly and in a potentially high-stress environment
• Strong communication skills and extremely self-motivated when managing communication channels
• Highly organized and capable of creating organizational systems that others easily utilize
Americans with Disability Specifications
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
Work Environment:
Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is exposed to weather conditions prevalent at the time. The noise level in the work environment is usually moderate.
General Sign Off:
The employee is expected to adhere to all agency policies and to act as a role model in the adherence to agency policies.
Jennifer Anchors
Email Resumes to: jen@unitedwsv.org