Administrative Assistant

BELONGING TO EACH OTHER - HELPING PEOPLE EXPERIENCING HOMELESSNESS IN FALMOUTH MASS.

TITLE: Administrative Office Assistant (Development/General)

REPORTS TO: Executive Director

TOTAL HOURS PER WEEK: 20 Hours, This hourly position will be part-time, during daytime, M-F on mutually agreeable schedule (preferably Tues-Friday).

Belonging to Each Other (BTEO) guides our Falmouth Mass neighbors in their transition to more stable housing by providing temporary cold-weather housing & year-round loving, supportive services. BTEO provides services at no charge, using donated funds, rented houses, & a mix of paid & volunteer staff.

JOB DESCRIPTION:
BTEO seeks a paid Administrative Assistant to support BTEO's charitable programs & fundraising activities. The successful candidate will be bright, motivated individual with attention to detail & a demonstrated ability to quickly learn how to use database applications (see below). A set schedule of 20 hours per week over 4 days between 9:00-3:00 M-Fr will be mutually agreed upon.

JOB RESPONSIBILITIES:
Office Administration:
Keep office organized including:
Order supplies as needed
Maintain master calendar of events & daily activities/meetings
Work with outside vendors as needed
Work with/guide office volunteers who assist with projects including maintaining BTEO scrapbook, filing, mailings etc.
Working under the supervision of the Development Coordinator (our former administrative assistant):
Create & update entries in our contact management database (DonorPerfect), insuring integrity of donor data
Create & update entries in our event management software (ReadySetAuction) in support of our Fall Reception & auctions
Create & update entries in other databases within Donor/Perfect for up to 3 other ticketed events (i.e. Polar Plunge, Walking Towards Home)
Insure proper acknowledgments are sent in a timely manner. Maintain & update appropriate letters as required, periodically editing for most current content
Assist with staffing all fundraising events including Polar Plunge, Walk Toward Home, Falmouth Road Race Team, Fall Reception & Auctions, in whatever capacity is required including maintaining data bases & monitoring volunteer activities

Program Assistance:
Assist Executive Director with preparation of general correspondence, presentations, reports & documents using Microsoft suite.
Coordinate other non-fundraising events: Volunteer Picnic, Board meetings/retreats including ordering food, beverages, set-up clean-up etc.

Bookkeeping:
Process donations in QuickBooks from constituents including mailed checks, donations received via various online systems, (SafeSave, PayPal, Venmo, etc.)
Prepare all banking deposits for donations
Run weekly, monthly, quarterly & annual financial reports as requested by Executive Director & Treasurer
Process all transactions in QuickBooks, write checks, keep track of credit card expenses, bank deposits, withdrawals, etc.
Run end of month reports & enter financial data in spreadsheets as required by bookkeeper.

SKILLS REQUIRED:
Excellent communications skills & judgement with the ability to maintain privacy & confidentiality
Experience with contact management database software & Constant Contact a plus
Proficient with Microsoft Suite, especially Word, basic Excel & PowerPoint, or comparable programs in Google Suite
Excellent attention to details
Demonstrate an ability to think ahead, plan, & anticipate outcomes

Preferred:
At least two years? experience in an office environment
Familiarity working within a non-profit environment
Interest in BTEO?s mission
Appreciation of volunteer programs & personal experience as a volunteer