Administrative Assistant

2 weeks ago


Emmitsburg, United States Daughters of Charity Ministries Full time
Job DescriptionJob Description

Our mission is to work with our neighbors to build a hopeful future in the spirit of St. Elizabeth Ann Seton through a focus on the well-being of the whole person.


Position Summary: Provides administrative support to Executive Director, Director of Finance, Manager of Operations, and other staff.

Duties and Responsibilities:

  • Provides administrative support to the Executive Director, Manager of Operations, and staff or designee including paperwork, files, donor letters and all financial data.
  • Provides administrative support to the Seton Center Board of Directors as requested by the Executive Director or the Board Chair.
  • Tracks all gift cards on a log sheet that is reconciled monthly (Helping Hands, Staying Ahead, Getting Ahead, Special Projects, CCMF, Dental). Maintains accurate records electronically and in hard copy of all receipts.
  • Maintains electronic and hard copy records and files as directed.
  • Maintains a general monthly calendar listing events and meetings.
  • Oversees office equipment supplies and repairs.
  • Orders office supplies and other requested materials.
  • Checks general voicemail on receptionist desk daily.
  • Participates in staff meetings and in-service trainings, records minutes for staff meetings.
  • Tracks, schedules, and coordinates room use on a master list with collaborating agencies.
  • Processes credit card reconciliations monthly
  • Processes check requests and acts as liaison with Seton Center Director of Finance for day-to-day operations.
  • Record entries in Quick Books (QBs) for deposits, bills, and checks and upload invoices to QBs.
  • Reviews online bank activity daily.
  • Reviews monthly bank statement to ensure all transactions are recorded in QBs.
  • Processes the monthly bills for payment.
  • Prepares, tracks, and reconciles Outreach deposits of cash, checks and gift cards.
  • Makes bank deposits.
  • Prepares petty cash receipts and replenishes petty cash as needed and reconciles credit card statements.
  • Maintains payment records for grant reports and other projects as directed.
  • Maintains confidential nature of information obtained through Seton Center, exercises discretion in handling confidential and privileged information.
  • Prepares various documents in Word, Excel, or Publisher upon request of the Executive Director
  • Other duties as assigned

Qualifications

  • High School Diploma/GED
  • QuickBooks experience preferred
  • Computer skills (Microsoft Office, Outlook,)
  • Basic bookkeeping skills
  • Ability to collaborate well with others
  • Ability to maintain confidentiality and uphold clear boundaries

Organizational Relationships:

  • Supervised by Executive Director

Hours: 30 hours per week, non-exempt



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