Position Summary:

The Administrative Assistant is responsible for ensuring all support duties for the Chapter are in order to maximize efficiency. Duties also include providing direct support to the Senior Management team and lead staff, to communicate with patients and donors who call in, and the ability to articulate callers to appropriate staff.

Reports to: Senior Director of Operations

Duties and Responsibilities include the following. Other duties may be assigned.

Administration

Analyze and organize office operations and procedures such as information management, filing systems, requisition of supplies, and other clerical services.
Process incoming and outgoing mail, monitor postage meter, post office runs.
Monitor and order general office supplies, printer cartridges, stationary, wristbands, etc.
Serve as the office receptionist for phone calls and greet visitors, assure phones are covered at all times. When unable to cover phones, coordinate alternate coverage in partnership with the Care Services Program Administrator.
Prepare agendas for All Hands staff meetings.
Process Executive Director’s time sheets, expenses and submit expense reports in a timely manner.

Database and Donor Development

Process, track, and acknowledge gifts in an accurate and timely manner, in conjunction with database guidelines and processing.
Respond to any and all donor requests when necessary.
Troubleshoot problems, improve overall processes, and ensure deadlines can be met even during periods of heavy gift volume.
Enter all Raiser’s Edge checks into the database and assist with Convio checks when necessary.
Develop letters, documents as requested including donor acknowledgement and correspondence, including excel based donor tracking.
Process purchase orders, check requests and other routine paperwork according to documented procedures

Finance

Process incoming mail, code and log daily income, process and/or manage bank deposits, copy, scan and distribute income.
Process all incoming invoices, including assigning accounting codes, and obtaining approval.
Manage and maintain the accounting system including chart of accounts, cash receipts and disbursements and accounts payable.
Ensure staff expense reports are timely; work with department managers to assure accuracy and approval of staff expenses.

Board of Directors

Prepare board meeting packets and assure pertinent information is added to the board intranet.

Volunteer Program

Create Volunteer Program Handbook.
Working in partnership with the Care Services Program Coordinator create procedures and policies for overall volunteer program.
Produce newsletter to engage volunteers monthly and coordinate office volunteers.
The first point of contact for new volunteers; refer volunteers to the appropriate staff.

Other Responsibilities

Troubleshoot staff IT needs when necessary, in addition, work with the IT staff.
Set up new computers and IPhones when there’s new staff.

Qualifications

Bachelor’s degree desirable; or three to four years related experience and/or training; or equivalent combination of education and experience.

Ability to work cross-functionally with Chapter staff, board of directors, high level volunteers and donors.
Ability to write reports, business correspondence, and procedure manuals.
Commitment to organization, attention to detail, highly efficient and conscientious about thorough follow-up.
Skilled communicator with superior interpersonal, verbal and written skills.
Able to handle important information and maintain a high level of confidentiality.
Ability to work under and comply with continuous and multiple deadlines and evolving priorities. Manage multiple projects simultaneously.
Excellent organizational and writing skills as well as diligent attention to detail.
Employee must be able to lift or move 25 pounds, infrequently lift and/or move up to 25 pounds.
Proficiency with Microsoft Office products and an understanding of databases such as Quickbooks, Raiser’s Edge and Convio preferred.
Must be available to work several weekends to attend special events and support the event staff.
Qualified candidates must have the ability to successfully pass a background check.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements.

How to apply

Please send your resume, cover and include salary requirements to JTaylor@ALSinfo.org.