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Office Administrative Assistant

1 month ago

West Palm Beach, United States Neighborhood Renaissance, Inc. Full time
Job DescriptionJob Description

Provides administrative and program support for small nonprofit agency’s smooth day-to-day operations. Quiet work environment in a comfortable office setting. Reports to the Operations & Fiscal Manager but receives project direction from other senior staff members. Essential duties and responsibilities include:

Support to the Operations & Fiscal Manager:

  • Collect, open, time stamp, and distribute incoming mail; send outgoing mail
  • Maintain employee timesheets and payroll files
  • Inventory, purchase, and order office supplies/equipment as needed
  • Manage the repair and maintenance of office equipment, including computers, copy machine, phones, and printers
  • Manage the agency’s IT needs, including scheduling, coordinating, and monitoring the work of the IT consultant
  • Answer and route phone calls, review general voicemails and website inquiries
  • Receive, record & deposit tenant payments
  • Maintain accounting records by making copies and filing documents
  • Manage the conference room, including cleaning, scheduling, and set-up, ordering meals/refreshments for meetings, and assisting with video conference set-up.
  • Organize and maintain Dropbox shared files, and office hard copy files, including off-site storage
  • Arrange for turning on/off utility service

Marketing

  • Design marketing materials, keep current, and distribute as needed
  • Maintain agency website & social media pages
  • Maintain and update agency database
  • Assist with special events & workshops

Resident Services

  • Assist with the publication of the quarterly newsletter
  • Greet clients and walk-ins, return calls and emails within 24 hours, provide program information and schedule appointments
  • Assist with program intake, follow-up calls, tracking and record-keeping for the Financial Literacy
  • Assist with Property Tax Exemption filling

Minimum Qualifications:

  • High school diploma or equivalent with 1 - 3 years proven administrative experience; 2- 4 year related college degree is preferred
  • Must have reliable transportation, a valid FL driver’s license, and insurance
  • Strong administrative and organizational skills; familiar with standard office operating procedures; must be experienced using electronic shared files.
  • Able to work as a team member, be an active listener, and relate well to the general public
  • Be a self-starter requiring minimum supervision.
  • Excellent verbal and written communication skills; must demonstrate knowledge of the structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar; able to clearly explain program requirements to the general public
  • Must be proficient with Microsoft Office products including Outlook, Excel, Word & PowerPoint
  • Demonstrated experience using social networking tools: Constant Contact, Facebook, Linked-in, Instagram
  • Photoshop, word press, adobe are desirable but not required
  • Bilingual: English/Spanish and/or English /Creole desirable

FLSA Job Classification: Non-exempt

Equal Opportunity Employer