Blue Mountain Community Foundation Hiring for Office Administrator Full Time

Office Administrator Job Description

Last updated January 19, 2023

Position: Office Administrator

s to: CEO

Status: 20 – 25 hours/week, hourly

The Admin Assistant is the Foundation’s main receptionist and is responsible for organizing, coordinating, and completing administrative duties and office procedures. As the receptionist, the Admin Assistant is also responsible for answering and routing phone calls and greeting guests. The Admin Assistant must have a positive attitude, be reliable, and have a customer-service orientation. Being upbeat, tactful and discrete is important to make people feel welcome and appreciated when engaging with the Community Foundation.

While this position s to the CEO, the position provides assistance to all of the staff.

Core Office Duties

· General reception welcoming visitors, answering phones, answering general questions about the Community Foundation. Screening the general voice mail and email inboxes throughout the day.

· Serve as the point person for general office management duties including: office maintenance; managing incoming and outgoing mail; ordering supplies; managing equipment; processing bills; arranging travel for employees; and completing errands and shopping.

· Schedule office meetings and appointments.

· Organize the office layout and order stationery and equipment.

· Maintain the office condition and arrange necessary repairs.

· Coordinate with IT contractor on all office equipment.

· Manage or assist with contract and price negotiations with office vendors, service providers, and office lease.

· Liaise with facility management vendors, including cleaning, catering and security services.

· Maintain supply of kitchen supplies. Run dishwasher weekly and clean refrigerator.

· Attend weekly staff meetings.

Foundation Operational Duties

· Process checks, other gifts, and invoices received daily.

· Possibly assist Finance Director with basic bookkeeping activities.

· Plan or assist with in-house or off-site activities, like parties, celebrations, and conferences.

· Provide proper filing and organizing of all fund documents.

· Print and mail tax receipt letters for donations.

· Possibly act as the primary corporate recordkeeper, which includes maintaining minutebooks for Board and Board committee meetings, maintaining a list of Board resolutions, maintaining a Board attendance log, and related tasks.

· Complete online signing using Docusign of fund agreements and other documents.

· Possibly, process student scholarship payments and contact students who do not submit their registration info.

· Review all newspapers for articles that mention BMCF, and obits.

· Print In Memory/In Honor Of cards.

· Prepare meeting materials, hard copy and/or digital, for groups ranging from 3 to 75.

· Assist with special projects and other duties as assigned by the CEO or requested by other staff members.

Minimum Qualifications:

An Associate Degree or the equivalent in experience. Experience in an office is necessary whether a business, government agency, or nonprofit organization. Highly skilled in the use of computer programs such as Word, Excel, and Adobe Acrobat and in navigating an office network is required.

Excellent interpersonal, language, and communication skills, as well as an awareness of the sensitivities of others is extremely important. Confidentiality is vital. Ability to work with a wide variety of people and the general public is necessary.

Some flexibility of hours is required, particularly when an event for which the entire staff is responsible occurs outside of their regular hours.

Work Relationships

· Interacts with all staff; s to the CEO. In the absence of the CEO, s to the Director of Finance.

· Interacts with Trustees and volunteers.

· In general, is the first person the public will interact with when visiting, calling, or emailing the community foundation for the first time.

Job Type: Part-time

Pay: $17.00 – $19.00 per hour

Benefits:

• 401(k)
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off

Schedule:

• 4 hour shift
• Monday to Friday

COVID-19 considerations:
All staff are required to be vaccinated for COVID-19. The Foundation has a COVID-19 Safety Policy that includes other details, many of which are currently inapplicable because the state’s mask mandate has ended.

Work Location: One location