Littleton Area Office Administrator

Summary

This position provides administrative support, enabling the Young Life field ministry area office to function in an organized and efficient manner.

• Answer correspondence, do filing and prepare mailings. Answer phones. Respond to voicemail, e‑mail and phone calls in a timely and professional manner.
• Gather articles, pictures, layout, production, mail, etc. for newsletter from area staff. Create club/event postcards, flyers, and/or maps. Send prayer e‑mails and monthly updates. Send personal support mailings. Create and maintain area M‑Site. Send thank‑you letters to donors.
• Administration process and track donations. Maintain donor and leader databases, ensuring that leader forms, driver questionnaires and criminal background checks are up‑to‑date.
• Manage monthly expenses and budgets, including area bank account records, FDT, area and staff expense reports. Accounting: pay bills, submit bank account records/purchase card expenses and donations, make copies, evaluate financial monthly status and update FDT each month.
• Maintain contact databases: update area donor database, enter club card data into kid database, update parent database, maintain newsletter recipient list, create and maintain banquet invitation list, update contact in Palm/Outlook, update e‑mail distribution lists (club kids, campaigners, committee, leaders and prayer partners).
• Human Resource for Regional Administrators: track and report vacation, sick and personal days for eligible area staff; submit timesheets for hourly staff; complete Personnel Action Requests and required documents to hire or terminate area staff and forward to region for approval.
• Event Administration: coordinate area meetings; camp track participation, payments, health forms and how much each kid has earned in fundraisers; send letters to parents about camp sign‑ups, itineraries and health forms; responsible for fundraiser marketing; construct and distribute camp brochures; communicate with camp about contracts, deposits, housing request forms, and relevant forms.
• Training: provide training to area office assistant, area directors, area committee, volunteer team leaders and leaders on various items, processes and applications related to field administration.

High school education or its equivalent. Associate’s degree preferred. Ongoing education encouraged.

Previous administrative assistant experience preferred. Ability to type 55 to 60 words per minute with few errors. Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint). Strong organizational skills with attention to detail and processes with the capability of handling concurrent tasks and constant interruptions. Good grammar skills and strong written and verbal communication skills. Ability to maintain confidentiality. Basic accounting skills.

Detail‑oriented multi‑tasking ability. Proven relational skills with both kids and adults. Initiative with developing processes/systems around events – data organization and maintenance. Great customer service skills.