Administrative Support Specialist

2 weeks ago

Peoria, Illinois, United States Artists ReEnvisioning Tomorrow Inc Full time
Job Overview

Salary: 38,500-40,000

Position Summary:

The Administrative Support Specialist plays a crucial role in managing the operational functions of our dynamic nonprofit organization. The ideal candidate should possess a keen eye for detail, reliability, and exceptional organizational skills. This role demands a friendly demeanor coupled with the ability to exercise diplomacy and tact, while continuously seeking innovative methods to enhance operational efficiency. Proficiency in computer applications and a proactive approach to anticipating needs are essential. Strong administrative, bookkeeping, communication, and problem-solving abilities are required. A commitment to being part of a high-performing team and contributing to a meaningful mission is essential.

Key Responsibilities:

  • Streamline office operations and assist in optimizing administrative workflows.
  • Develop and maintain a comprehensive database for donors, volunteers, and program participants.
  • Handle basic bookkeeping responsibilities, including tracking financial transactions, payroll, issuing checks, invoicing, and generating financial reports.
  • Manage inventory and procurement of office supplies.
  • Act as site supervisor when necessary.
  • Perform various administrative tasks including filing, typing, copying, scanning, and managing correspondence.
  • Facilitate communication and correspondence for leadership.
  • Organize and maintain appointment schedules, including meetings, conferences, and travel arrangements.
  • Welcome guests and program participants, providing assistance and tours as needed.
  • Execute any clerical or program-related tasks as assigned in a fast-paced nonprofit environment.
  • Attend all relevant staff and departmental meetings, compiling and distributing notes and minutes.
  • Uphold strict confidentiality in all matters.
  • Participate in all organizational events, which may require evening and weekend availability.

Qualifications:

  • Minimum of two years of relevant experience; experience in the nonprofit sector is advantageous.
  • Strong attention to detail with the ability to work independently and take initiative.
  • Exceptional organizational and time management capabilities.
  • Outstanding written and verbal communication skills.
  • Proficient in QuickBooks Online, Microsoft Office 365, Google Sheets, and Docs.
  • Adept at developing effective work plans, organizing details, setting priorities, and meeting deadlines.
  • Personal attributes of integrity, leadership, credibility, and a strong commitment to the mission of Artists ReEnvisioning Tomorrow Inc.

Diversity, Equity, and Inclusion Commitment:

At Artists ReEnvisioning Tomorrow Inc., we are dedicated to fostering a fair and inclusive environment for all individuals who engage with our organization, whether as employees, participants, or visitors.

Supervision:

The Office Assistant will report directly to the Executive Director and Associate/Artistic Director for guidance and oversight in fulfilling the responsibilities outlined in this position description.

Work Environment:

This position is primarily on-site, with the possibility of remote work during adverse weather conditions or required quarantines.

Benefits:

Artists ReEnvisioning Tomorrow Inc. provides a comprehensive benefits package that includes paid time off, holidays, and medical, dental, and vision insurance.

Mental and Physical Requirements:

The role involves light physical effort, with occasional lifting or carrying of items up to 25 pounds. Responsibilities may include conducting tours and making presentations to groups. There may be occasional pressure related to project deadlines, and extended use of a computer keyboard and monitor is required.

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