Job Description



Job DescriptionTITLE: Administrative AssistantOVERVIEWThe 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, 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 EXPERIENCEProven administrative and/or coordination experience, preferably in nonprofit, education or healthcare.Prefer college degree, or work towards a degree; minimum High School diplomaJOB STATUSFull time, 32 hours per week working 10:00 am to 6:00 pm, Monday through Thursday.SKILLS and QUALIFICATIONS Dependable, responsible, accountableExhibits a positive, “can-do” attitudeDemonstrates pride and confidence in themselves and their workSkilled using multiple software and applications, including but not limited to spreadsheets, word processing, databases, QuickBooks, Google Suite, and data management programsExceptional communication skills in person, in writing, and on the phonePersonable, friendly, welcoming attitude with well-developed social skills Compassionate and sensitive towards those with social challenges, anxiety, and differencesEffective and developed active listening skillsKeen attention to detailProficient using email, internet, and social networking sitesDemonstrates 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 simultaneouslyFlexible and able to adapt to diverse situations as they ariseStrong personal initiative, self-motivated, resourcefulExcellence in problem-solving, decision-making and prioritizingAbility to work independently as well as within a small teamEnjoys a dynamic and collaborative working environmentSPECIAL POPULATIONSREPORTS TODirector of OperationsFUNCTIONSThe 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. BookkeepingAccounts Receivable - MembersPrepare and send invoices/statementsProcess member payments: ACH, credit cards checks, cashMake member bank deposits. checks/cash and credit cards/ACHEnter and record PayPal (specific to member payments for social events)Answer member questions/problems related to their accountsCommunicate with Director of Operations on member status changesDonationsRecord donations: credit cards, check, cashRecord donor info in QuickBooks and donor management softwareRecord and distribute pledge invoices if neededProcess credit cards onlineEnter donation deposits, Checks/Cash and credit cardsPrepare and send donor acknowledgement communicationAccounts payable/Expenses/BankingPetty cash-Enter and reconcileEnter and pay billsEnter all debit card receipts. Reconcile checkingReconcile other things i.e. Loc, pre-pay accountsVolunteersWork with volunteers in various settings and assist them in understanding projects, tasks, and activities as assigned.Special EventsAssist with various community events throughout the yearOversee and organize registration and attendancePrepare event materials including sponsor packets, donor cards, name tags, registration lists, etc.Manage sponsor registration, communication, and paymentsCommunicationCommunicate by phone, email, and in person withindividuals, parents and family members answering questions about their program membership, account, and pertinent organizational communicationdonors, board members, community leaders, visitors, and othersOfficeMaintain clean and 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.Rev 5/29/19 ................
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