Administrative Assistant

Location:

Bullhead City, Arizona
Employment Status:
Full-Time, Non-Exempt
Compensation: $20.00–$24.00 per hour, depending on qualifications and experience

Reports To:

Chief Executive Officer (CEO)

The Boys & Girls Clubs of the Colorado River is seeking a highly organized, detail-oriented, and dependable Administrative Assistant to support the organization's financial operations, donor management, executive administration, and daily office activities.

This position serves as the primary day-to-day Quick Books user and is responsible for maintaining accurate financial records, processing financial transactions, coordinating administrative activities, and providing professional support to the CEO and Board of Directors.

The successful candidate will possess strong bookkeeping skills, excellent communication abilities, proficiency with modern office technology, and a commitment to the mission of the Boys & Girls Clubs of the Colorado River.

• Serve as the organization's primary Quick Books user, ensuring financial transactions are entered accurately and promptly.
• Process accounts payable, enter vendor invoices, and prepare payments for authorized approval.
• Receive, document, and prepare deposits from donations, program fees, fundraising activities, and other revenue sources.
• Maintain accounts receivable records and assist with tracking outstanding balances.
• Accurately classify financial transactions using established accounting procedures.
• Prepare monthly financial statements and reports, including profit and loss statements, balance sheets, and budget-to-actual comparisons, for review by the CEO and external accountant.
• Assist with monthly financial closing activities and prepare documentation necessary for bank reconciliations.
• Maintain organized records of financial transactions, invoices, receipts, deposits, and other supporting documentation.
• Assist the CEO and external accountant with financial information requests.
• Coordinate with the organization's external auditor by providing requested financial records and documentation.
• Follow established financial policies, internal controls, and approval procedures.

This position does not have authority to approve expenditures, independently authorize payments, or sign on organizational bank accounts.

Payment approvals will remain with designated authorized personnel. Bank reconciliations will be subject to independent review by an authorized individual other than the employee responsible for recording the related transactions.

The organization will continue to retain its external accountant and independent auditor.

• Maintain accurate and current donor records within the organization's donor management database.
• Enter and update donor contact information, contribution histories, and relevant donor details.
• Record and track charitable contributions, sponsor ships, and other fundraising revenue.
• Coordinate with the CEO and appropriate staff to ensure donations are accurately recorded in both the donor database and Quick Books.
• Assist with preparing donor acknowledgment letters, contribution receipts, and thank-you correspondence.
• Generate donor lists, giving histories, fundraising summaries, and other reports as requested.
• Assist with maintaining sponsorship records and tracking fundraising commitments.
• Support the administrative recordkeeping needs of fundraising campaigns and special events.
• Maintain confidentiality and accuracy of donor information.

• Provide…