Administrative Assistant

Overview

The purpose of this job is to assist in the daily operations of Lewis and Clark Development Group, across all functional areas. This position assists in all duties related to administrative systems, procedures, and policies.

This position is regular full-time (40 hours per week) and reports to the Operations Director.

• General Office:
  Take outgoing mail to post office;
  Open, sort and distribute incoming mail.
• Databases:
  Create Access databases as requested;
  Maintain office personnel database of addresses, phone numbers, and emergency contacts;
  Maintain and update manual containing addresses, phone numbers, and member details;
  Keep mail/phone directories current.
• Shipping:
  Via Fed Ex, UPS, and USPS.
• Email and Calendars:
  Respond to and distribute mail from the general info email address as appropriate;
  Maintain the meetings on the info Outlook calendar;
  Monitor and maintain the Staff Shared calendar.
• Phones:
  Direct calls;
  Answer general questions and refer callers to other staff where appropriate;
  Schedule interviews and other appointments as requested.
• Filing:
  Assist with maintaining paper and electronic files;
  Document retention: clean out files yearly, send files for shredding yearly;
  Scanning, storing, indexing.
• Greet guests:
  Announce visitors.
• Training and Community Engagement:
  Assist staff with registration and accommodation bookings for training, travel, and company conferences and sponsor ships.
• Coordinate support for Boards and Committees:
  Create agendas, name tags, name tents, and meeting packets;
  Coordinate meeting facilities, meals, snacks and equipment for meetings;
  Assist in planning annual joint Board meetings (winter and summer);
  Maintains Board and Committee membership database and contact information;
  Prepare and file meeting minutes, Board member packets, etc. for electronic retention.
• Accounting:
  Receipts incoming checks and wires;
  Staff timesheet reminders, collection and filing.
• Lending:
  Assemble and keep a stock of marketing material packets.
• Help with correspondence, proofing and mailing as needed;
  Schedule meetings and obtain quorum.