Word of Mouth Job Board > Office Assistant

Green Media Toolshed seeks a full-time Office Assistant to manage the organization's administrative processes. The Office Assistant is responsible for the administrative day-to-day activities of a nonprofit organization with a growing staff. Responsibilities include maintaining the office in an efficient and professional manner and assisting the Associate Director with financial, clerical and administrative tasks. The ideal candidate will be punctual, have superior interpersonal and professional communication skills, and possess solid time management skills. Other desirable qualities include the ability to be proactive, flexible, and patient.

The role of the Office Manager can be sub-divided into two basic categories:

1. Office Administration (for office with 6 local staff members and up to 5 remote staff members)
• Serve as staff liaison with office systems providers, including building services, phone company, computer support, etc.
• Coordinate catering, technology setup and other needs for meetings and events.
• Serve as administrator of time tracking program (add new staff, manage tasks and projects, produce reports, handle tech support needs through provider).
• Coordinate with building manager regarding office needs.
• Create and implement new office management systems and processes as needed.
• Take and distribute notes to staff resulting from each meeting.
• Manage, distribute and reconcile petty cash.
• Manage keys and security cards for staff.
• Order office supplies and furniture (track inventory and anticipate needs).
• Receive and distribute mail, packages, and faxes.
• Prepare copies and other materials as needed.
• Ensure all common areas are organized and tidy.
• Greet visitors and deliveries.
• Assist in researching staff needs for office systems and infrastructure.
• Provide research assistance for staff for program work.
• Process expense reports for Executive Director.
• Other duties as assigned.

2. Financial Support
• Prepare monthly open invoices reports; follow up with members and clients with outstanding balances as appropriate.
• Receive and code bills.
• Collect bi-weekly expense reimbursements for GMT staff.
• Manage filing system for all financial records, including all contracts with vendors, consultants, clients, and foundations.
• Assist in managing filings for GMT's legal entities in various states (business filings, employer tax filings, applications for any new states).
• Establish and maintain a calendar of important financial dates, such as IRS deadlines, invoicing for payment plans, vendor contract renewals, and necessary year-end tasks.
• Assist with preparation for yearly financial audit.

The Office Assistant will report directly to the Associate Director.

MINIMUM REQUIREMENTS
A successful Office Assistant will handle the job responsibilities listed above in a busy environment while meeting multiple deadlines. Additional desirable qualities include the ability to be professional and articulate, a high energy level, and excellent organization and time management skills. The capacity to identify and resolve recurring problems, establish priorities, and proceed with objectives with little supervision is essential. Qualified candidates will have a proven track record of working on teams and a demonstrable sense of humor.

SOFTWARE SKILLS
o Proficient in MS Word, Excel, and PowerPoint.
o Competent Internet research skills.
o Knowledge of e-mail programs.

EXPERIENCE
o Undergraduate degree.
o Office administrative experience.
o Combination of education and experience.

COMPENSATION
Salary range is mid-30s. GMT provides an excellent benefits package, including two weeks of vacation and an insurance package that includes medical, dental insurance and a vision discount plan.

To apply, send cover letter and resume to resumes@greenmediatoolshed.org. No phone calls, please.
July 9, 2008 | Unregistered CommenterGreen Media Toolshed