Administrative Assistant Job Helena area,Montana USA,Administrative/Clerical

Position: Part-time or Full-time (20-40 hours/week)

Salary: $18-20/hour (commensurate with experience)

Benefits: Vacation, Sick leave, Simple IRA w/match, Health, Dental, and Vision

About the Organization

Founded in 1976, Montana Audubon is an independent, statewide conservation organization whose mission is to promote appreciation, knowledge and conservation of Montana’s native birds, other wildlife, and natural ecosystems and to safeguard biological diversity for current and future generations.

In our vision for the future, we seek to create an environment in which all of Montana’s native bird species have healthy, sustainable populations, ensured by long-term habitat security. Montana Audubon uses bird science, conservation education and engages in public policy work to protect our state’s incomparable wildlife and landscapes.

Summary of Position

We are seeking a part-time or full-time (20-40 hours per week) Administrative Assistant to become an integral part of our team! The Administrative Assistant is responsible for the smooth operation of the Helena office, which includes general office organization; administrative support for staff (Helena and Billings); making deposits and accurate data entry of all gifts and grants; providing information to donors, volunteers, and the general public;

overseeing office machinery and systems; and purchasing equipment, supplies, printed material, and postage. The position also assists staff in the coordination of the bi-annual bird festival, other events, and facility logistics for the organization.

Responsibilities:

1. Administration (50%)

Prepares and customizes gift acknowledgements, including coordination w/ appropriate staff member responsible for signing personalized notes.
Responsible for daily deposits; performs accurate data entry into the donor and membership database, and maintenance of current donor contact info.
Works with admin staff to maintain integrity of the database system, generating gift reports and lists for specific purposes.
Assists in the logistical arrangements for special events as needed.

2. Office Management (25%)

Performs general office work, office upkeep, ordering supplies/equipment, and overseeing staff needs such as office keys, staff supplies (i.e. business cards), and office parking passes.
Documents office procedures and protocols by maintaining an updated Office Procedures Manual.
Maintains organizational calendar and collaborates with all staff in maintaining calendars.
Coordinates and troubleshoots office equipment, computer back-up, and care and maintenance of computers and peripherals.
Resolves computer issues when appropriate, and coordinates with IT contractors and software/hardware vendors as needed ensuring all hardware and software needs of the organization are functioning and up-to-date.
Assists staff, particularly the admin team, with various projects and deadlines, including copying, printing, mailing as needed.

3. Customer Service and Outreach (25%)

Responds to general information requests and inquiries in a timely and appropriate manner.
As requested, assists in the planning and implementation of the Bird Festival and other events as needed.
Assists newsletter production with copy editing, preparation of mailing list, and other assistance as requested.
Actively works to enhance the integration, coordination, and collaboration among all of Montana
Supports, communicates and coordinates with other staff members as appropriate. Actively strive to build a cohesive and effective staff team.
Acts as main “information desk” for the organization answering telephone, overseeing the organization’s general email box, and greeting/accommodating visitors to the office.

Qualifications:

The required knowledge, skills and abilities are typically acquired through a combination of education and experience equivalent to a two-year degree or certificate in Office Administration, Office Technology or a related field and two years’ progressively responsible job experience in office administration.
Experience with word processing, spreadsheets, databases, Internet/email, electronic calendar, and presentation/graphic design applications in the…