Part-Time Administrative Assistant

Responsibilities

• Interact with clients and staff members in a manner that is respectful and empowering
• Consistent and dependable attendance
• Attend all mandatory staff meetings, program meetings, and trainings
• Present a professional demeanor to the community through appearance, communication, and presentation

Essential Functions

• Answer multi-line phone system
• Answer business and client door and screen individuals through security system
• Receive in-kind donations and write receipts
• Input client and service data into CDVSA database
• Fill vending machines with products, pull money and wrap coins
• Copy documents as needed
• Coordinate and make office supply order
• Organize and Keep inventory of supplies
• Type correspondence as requested by staff
• Sort and Distribute mail to staff and clients
• Review checks being mailed and bank statements to ensure duplicate signature
• Notify clients and staff who have checks available
• General cleaning duties in the front area – empty trash, vacuum as needed
• Assist with fundraising activities
• Donor administration, to include maintaining donor database, donor correspondence (thank you cards), and Applause
• Assist Accounts Receivable, to include receipting in all incoming funds and entering them into QuickBooks
• Assist Accounts Payable, to include receiving invoices and entering them into QuickBooks
• Assist the Administrative Coordinator with credit card and bank reconciliation
• Assist the Administrative Coordinator with timesheet reviews
• Assist with grant documentation, budgets and reporting requirements
• Maintain QuickBooks Rental company and other companies as assigned, to include inputting receivables into QuickBooks and preparing monthly statements/invoices
• Receive and disburse office supply order
• Assist with fundraising activities
• Other duties as assigned by the Administrative Coordinator

Minimum Qualifications

• High School Diploma or Equivalent
• Minimum of 18 years of age or legally able to sign a contract
• Ability to multi-task
• Excellent interpersonal, group, and written communication skills
• Ability to work under pressure and maintain calm demeanor
• Ability to work with people from diverse backgrounds, cultures and lifestyles
• Basic typing skills and familiarity with computer word processing program
• Proficient with computers and ability to do data entry
• Ability to pass background check
• Associates Degree in Accounting or closely related field; job experience may be used in lieu of education
• One year basic bookkeeping including prior use of QuickBooks
• One year experience in Word for Windows, Excel, Access and data entry
• Ability to multi-task and work under pressure for project deadlines
• Excellent interpersonal, group, and written communication skills
• Commitment to the agency’s mission and goals

Preferred Qualifications

• One-year experience in Word for Windows, Excel, Access
• One-year experience in data entry
• Three years of experience using QuickBooks

Supervision: Directly responsible to the Administrative Coordinator

Hours: Vary

Job Type: Part-time

Pay: $18.15 - $20.42 per hour

Expected hours: No more than 31 per week

Work Location: In person