Administrative Assistant

Position:
Administrative Assistant Responsibilities

• Organize and maintain filing system, review documents, and proofread reports.
• Print, assemble and prepare materials for presentations or meetings. Compile and draft correspondence. Prepare outgoing mail and as needed fax, copy, scan, and email documents.
• Develop and publish agency calendar and semiannual newsletters.
• Record receipt of donations, event orders (sponsor ships, tickets, ads) and grants. Compile monthly reports for Granters and assist with grant applications and renewals.
• Maintain and update Agency donor database.
• Process payments for Agency's monthly bills by verifying invoices, preparing, and mailing checks, online payments, making deposits, invoicing, and running financial reports.
• Provide the accountant with accurate records, receipts, etc. monthly on a timely basis.
• Maintain insurance coverage for Board, staff, and the organization.
• Place service calls for the maintenance and repair of office equipment.
• Perform other administrative responsibilities as assigned by supervisor.
• Manage office operations, maintain equipment, telecommunication, and other office management contracts and services; order supplies and manage budget; evaluate new office products.
• Expedite purchase orders and manage vendor relationships.
• Assist with maintaining agency website, and online Social Media outlets. Work with staff and external contacts to obtain timely, relevant, and updated information as needed.
• Open and distribute office mail and check voicemail.
• Interface with external visitors and internal constituents to foster positive working relationships.
• As needed, provide administrative support for other agency personnel.

Administrative Skills - Outstanding organizational skills, efficient follow-through, and proficient time management skills. Must be a team player. Because of the nature of this position must be able to maintain a high level of integrity and ability to manage confidential information.

Minutemen Staffing provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.