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Employment
Want a job you love? Girlstart offers competitive benefits to full-time employees and a fun, supportive work atmosphere. Girlstart is an equal opportunity employer. Resumes are accepted when positions are available. Please understand, Girlstart is a busy, fast paced non-profit and for this reason the agency is NOT able to accept ANY phone calls about openings or an applicant's status. While we read every resume we receive submitting a resume does not guarantee an interview or response.
P/T Administrative Assistant
Job Description:
The Administrative Assistant will support the administrative and financial operations of Girlstart. This position directly reports to the Operations Director. This individual supports all administrative aspects of the organization including but not limited to supporting Girlstart’s Executive Director, Development Director, phone systems, mail, and vendor relationships.
These responsibilities include, and are not necessarily limited to, the following:
Office Management
- Manage phone system including receiving incoming calls, updating outgoing agency message, and telephone programming.
- Enter (and update) contacts in Outlook and fundraising database.
- Support accounts payable and receivable and maintain organized filing system for vendors and donors.
- Process and distribute incoming mail.
- Oversee office/kitchen/bathroom supplies inventory, ordering, and procurement.
- Manage internal organization historical record keeping including benchmarks, scrapbook, and press kits.
- Oversee Girlstart monthly e-newsletter production including drafting, layout, and circulation.
- Assist in preparing for on- or off-site meetings including copying materials, setting up furniture, ordering food, taking minutes, and cleaning up.
- Responsible for staff meeting agendas and taking minutes.
- Assisting with mail outs which may include creating and photocopying materials to be mailed, assembling addresses, printing labels, delivering mail to post office, and manage mail out volunteers
- General clerical tasks including data entry, filing, photocopying, faxing, and running errands.
- Manage required inspections and maintenance for Girlstart equipment (including van).
- Manage vendor relationships and communication
Fundraising / Development
- Manage development operational procedures and record-keeping such as recording donations, receipting gifts, and thanking donors in a timely manner.
- Assist in managing and carrying out donor benefits.
- Assist in maintaining organized grant files and records of donor correspondence.
Financial
- Receives all mailed invoices, credit card statements, and bank statements, etc, and passes them to the Operations Director.
- Maintains a Daily Income Log of all checks and online donations the date they are received.
- Maintains files of invoices and corresponding check stubs and receipts which are filed chronologically then alphabetically by vendor.
- Makes bank deposits weekly.
- Mails invoiced payments and checks to vendors as necessary.
- Other duties as assigned
Credentials/Experience
- Associates Degree or working towards degree/certificate.
- At least two years experience carrying out administrative functions in an office environment.
Knowledge, Skills & Abilities
- Willingness and ability to step in where needed and help out in any aspect of the organization’s operations, as needed.
- Strong problem solving and superior time management skills managing multiple tasks.
- Demonstrated ability to organize, prioritize and complete tasks.
- Flexible, adaptable nature and ability to thrive under pressure.
- Excellent communication and interpersonal skills.
- Exceptional attention to detail required.
- Mastery of Microsoft Office, Outlook and Excel.
- Ability to work independently and be a self-starter.
- Excellent interpersonal skills, judgment, tact and diplomacy.
- Reliable transportation a must.
Special Requirements
Some evening and weekend work may be required.
Email resume and cover letter to job@girlstart.org or fax 916-4776. Absolutely no phone calls.
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