Administrative Assistant

Job Type: Full-Time

Pay: Starting at $20.00 per hour

Shift: Full-Time (9:00 am-5:00 pm) Monday-Friday

Reports To: Executive Director

FLSA Classification: Non-Exempt

Position Summary

The Administrative Assistant has responsibility for organizational and clerical tasks related to day-to-day office operations for a non-profit. This includes, but is not limited to, scheduling, document preparations, correspondence, file management, information management, customer service, and communication. This also includes working closely with the Bookkeeper by providing transaction details and tracking. The Administrative Assistant will work in the corporate office under the supervision of the Executive Director. Bottom of Form

Position Responsibilities - Essential

• Demonstrates professional behavior in interactions with the Board of Trustees, staff, residents, parents, and other professionals that is consistent with the ministry's mission.
• Maintains a thorough understanding of the ministry's policies and procedures and conducts self accordingly to include job attendance, job performance, safety protocol, etc.
• Uses electronic equipment and software in a professional and ethical manner and for business purposes only.
• Answers calls and emails and assists with ongoing correspondence.
• Assists with scheduling and calendar management.
• Assists with updating frequently used documents and spreadsheets.
• Sorts and distributes mail.
• Prepares deposits.
• Scans deposits, checks, invoices, and receipts to Bookkeeper.
• Maintains Donor Snap CRM database to include entering donations as well as generating and distributing acknowledgement letters.
• Creates reports in Donor Snap as needed/requested.
• Uses Constant Contact to create and send mass emails as required.
• Assists in providing content for and posting on Facebook and other social media platforms.
• Assists in planning and preparing for scheduled meetings, to include ASNM's Annual meetings, Leadership Staff meetings, Committee and Board meetings.
• Assists with preparing relevant reports, documents, and other materials required for scheduled meetings.
• Attends and records minutes for Board of Trustees, Executive Committee, and Finance Committee meetings.
• Assists with the ministry's annual campaigns, including Midlands Gives and Aldersgate Special Needs Ministry Sunday.
• Assists with preparation for the annual Disability Advocacy Day at the State House.
• Assists in providing content for ASNM's quarterly newsletter.
• Provides documentation requested by auditors.
• Sends monthly resident room and board notices.
• Assists Bookkeeper in gathering and organizing financial data to ensure compliance.
• Performs other duties as assigned.

Essential Skills and Experience

• 5+ year(s) of experience in an administrative role
• Proficiency in Excel, Word, PowerPoint, and PDF Software
• Excellent oral and written communication skills
• Strong organizational skills
• Strong mathematical and analytical skills
• Attention to detail
• Ability to handle confidential or sensitive information with discretion.
• Strong listening skills
• Ability to follow directions
• High School Diploma, GED, or its equivalent

Beneficial Skills and Experience

• Experience with donor platforms such as DonorSnap and Zeffy
• Experience in Constant Contact in creating and sending out marketing materials
• Experience taking meeting minutes
• Greater than 5 years of experience in an administrative role
• Post-Secondary Education