Least Of These, Inc. | Office Manager | springfield, ma

4 days ago

springfield, United States Least Of These, Inc. Full time

ADMINISTRATIVE COORDINATOR


Reports to: Director of Operations & Administration / Hours: 40 hours per week

 

A typical work week is Monday – Friday 8:00 AM – 4:30 PM. Flexibility is required for seasonal events. – evening and weekend hours may be mandatory a few times throughout the year.

 

The Administrative Coordinator is responsible for supporting Least Of These staff.

Must be advanced in Quickbooks and Microsoft Office products including Word, Excel, Outlook and Teams.

Must have strong organizational skills and be highly motivated to keep a busy office running smoothly.

Will be expected to learn donor and volunteer database software programs that are used daily within the first thirty days.

Experience with check deposit machine and banking software a plus. Must maintain good communication with all staff.

Must understand confidentiality and the vision of Least Of These - We will meet the needs of our neighbors through compassion, love, faith, understanding and generosity.


ESSENTIAL JOB DUTIES & RESPONSIBILITIES


·       Receive and resolve phone calls and greet visitors

·       Enter all monetary donations into donor software system

·       Maintain donor software data – add and delete information as needed on donors and volunteers – research information as needed

·       Generate and mail all donor acknowledgments

·       Make bank deposits using direct entry system for checks and taking cash deposits to the bank

·       Receive and answer daily emails for Admin. Coordinator and Info email

·       Order office supplies, accept delivery, inventory stock

·       Deliver and pick up mail as needed

·       Attend events as needed and act as a public representative for Least Of These

·       Maintain files with information regarding events, USDA signatures, donation reports, etc.

·       Assist with all events and keep detailed spreadsheet of each event

·       Assist with monthly food inventory as needed

·       Assist with grant reporting

·       Maintain subscriptions and registration for the organization

·       Maintain copies of contracts and MOU agreements

·       Oversee procurement opportunities within the community and update spreadsheet as needed

·       Assist with board meeting preparations including printing, room set-up, greeting, etc.

·       Enter bills into QuickBooks software

·       Maintain Missouri Food Pantry Tax Credit documentation

·       Coordinate the annual “National Letter Carriers’ Food Drive” each May and keep records

·       Assist Executive Director with scheduling appointments and maintaining calendar of events

·       Assist Executive Director with communication updates to volunteers, clients, board members, and community members

·       Assist with donor mailings and marketing mailings

·       Assist with record keeping for Best Choice rebate program

·       Attend staff development meetings, trainings, seminars, webinars and classes

·       Seek to develop knowledge and understanding of current issues regarding food insecurity

·       All other duties as assigned

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