Administrative Assistant

PRIMARY FUNCTION:

The Administrative Assistant provides regular clerical and administrative support to Executive Director and leadership team; prepares correspondence and reports, maintains schedules and calendars; answers telephones and maintains electronic and hard copy files.

 

QUALIFICATIONS:

• Associates Degree and more than two years relevant experience (nonprofit experience strongly preferred)
• Knowledge of common office equipment, Microsoft office products and general computer skills

 

KEY ROLES (Essential Job Responsibilities):

1. Perform regular secretarial duties, preparing correspondence and reports as requested by supervisor and composes draft letters following established formats. Proofread all materials for accuracy prior to supervisory review and signature.
2. Process daily mail
3. Maintain/Prepare all accounts payable
4. Maintain Membership database including processing all registrations and payments
5. Maintain board calendar. Notifying participants of meetings, Maintain meeting attendance minutes, for board and committees.  Compile and mail monthly board packets.
6. Maintain master schedule of activities and events, collecting and disseminating information to  staff, volunteers, members and families as instructed.
7. Answer telephones, providing general information, referring callers to other staff or taking messages as necessary.
8. Maintain electronic and hard copy filing systems, making sure they are accurate and timely and facilitate easy retrieval of information.
9. Monitor office supply inventory and order supplies as necessary.
10. May be responsible for managing inventory of office equipment and service contracts, performing routine maintenance and contacting service representatives as needed.
11. ​May serve as receptionist, greeting, members and vistors and amintaining attendance and vistor logs.
12. Maintain HR Files, including updating information in Payroll web portal, ensuring all files contain required documentation.  May monitor and log staff attendance and transmit attendance data to payroll.
13. Use data tracking systems to manage member information including registration,  payment, statistics and contact information
14. Perform other related secretarial or administrative duties as requested.

Please apply below