Administrative Assistant
Overview
The Administrative Assistant manages the day-to-day office needs at the iCan House that keep things running smoothly and efficiently. This person is critical to the success of the iCan House’s mission. They must be very organized, skilled at prioritizing and problem-solving, and a motivated self-starter. Highly developed computer and interpersonal skills are essential. Tasks will include answering phones, answering phones, managing accounts receivable and accounts payable using QuickBooks, managing donor database, preparing donor communication, and interacting with iCan House members and families by the phone and in person.
Pre-Requisites and Experience
- Proven administrative and/or coordination experience, preferably in nonprofit, education or healthcare.
- Prefer college degree, or work towards a degree; minimum High School diploma
Job Status
Full time, 32 hours per week working 10:00 am to 6:00 pm, Monday through Thursday.
Skills and Qualifications
- Dependable, responsible, accountable
- Exhibits a positive, “can-do” attitude
- Demonstrates pride and confidence in themselves and their work
- Skilled using multiple software and applications, including but not limited to spreadsheets, word processing, databases, QuickBooks, Google Suite, and data management programs
- Exceptional communication skills in person, in writing, and on the phone
- Personable, friendly, welcoming attitude with well-developed social skills
- Compassionate and sensitive towards those with social challenges, anxiety, and differences
- Effective and developed active listening skills
- Keen attention to detail
- Proficient using email, internet, and social networking sites
- Demonstrates good judgment, discretion and diplomacy regarding information provided to callers, visitors, participants, families, donors, etc.
- Must demonstrate behavior that reflects favorably on the iCan House image and mission.
- Ability to manage multiple tasks simultaneously
- Flexible and able to adapt to diverse situations as they arise
- Strong personal initiative, self-motivated, resourceful
- Excellence in problem-solving, decision-making and prioritizing
- Ability to work independently as well as within a small team
- Enjoys a dynamic and collaborative working environment
Special Populations
The Administrative Assistant will interact with individuals who display social skills challenges, anxiety, various types of developmental disabilities, learning disabilities, and other similar challenges. They must be compassionate and understanding when interacting with participants, their families, the community, and others.
Reports To
Director of Operations
Functions
The following functions describe the essential duties of this role. Individuals may be required to perform part of or all of these duties or asked to perform additional, related duties not listed here.
Bookkeeping
Accounts Receivable – Members
- Prepare and send invoices/statements
- Process member payments: ACH, credit cards checks, cash
- Make member bank deposits. checks/cash and credit cards/ACH
- Enter and record PayPal (specific to member payments for social events)
- Answer member questions/problems related to their accounts
- Communicate with Director of Operations on member status changes
Donations
- Record donations: credit cards, check, cash
- Record donor info in QuickBooks and donor management software
- Record and distribute pledge invoices if needed
- Process credit cards online
- Enter donation deposits, Checks/Cash and credit cards
- Prepare and send donor acknowledgment communication
Accounts payable/Expenses/Banking
- Petty cash-Enter and reconcile
- Enter and pay bills
- Enter all debit card receipts. Reconcile checking
- Reconcile other things i.e. Loc, pre-pay accounts
Volunteers
- Work with volunteers in various settings and assist them in understanding projects, tasks, and activities as assigned.
Special Events
- Assist with various community events throughout the year
- Oversee and organize registration and attendance
- Prepare event materials including sponsor packets, donor cards, name tags, registration lists, etc.
- Manage sponsor registration, communication, and payments
Communication
- Communicate by phone, email, and in person with
- individuals, parents and family members answering questions about their program membership, account, and pertinent organizational communication
- donors, board members, community leaders, visitors, and others
Office
- Maintain clean a well-organized office and event spaces.
- Maintains workflow and manages processes by studying methods; implementing cost reductions; and developing reporting procedures.
- Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
- Resolves administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions.