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Administrative Support Specialist
2 months ago
Salary: $38,500 - $40,000
Position Summary:
The Administrative Support Specialist is responsible for 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, along with the ability to exercise diplomacy and tact, while continuously seeking innovative methods to enhance operational efficiency. Proficiency in computer applications and the ability to foresee organizational needs are critical. Strong administrative, bookkeeping, communication, and problem-solving capabilities are essential. A commitment to being part of a high-achieving team and contributing to a meaningful mission is paramount.
Key Responsibilities:
- Streamline office operations and assist in optimizing administrative workflows.
- Develop and maintain a comprehensive database for donors, volunteers, and program participants.
- Execute basic bookkeeping responsibilities, including tracking financial transactions, payroll management, issuing checks, invoicing, and generating financial reports.
- Manage inventory and procurement of office supplies.
- Assume site supervisor responsibilities as necessary.
- Perform a variety of administrative tasks, including filing, typing, copying, scanning, and managing email correspondence.
- Support leadership in communication and correspondence efforts.
- Coordinate appointment schedules by organizing meetings, conferences, teleconferences, and travel arrangements.
- Greet guests and program participants, providing assistance and information as needed.
- Carry out clerical duties or program tasks as assigned in a continuously evolving nonprofit environment.
- Attend all relevant staff and departmental meetings, compiling and distributing notes and minutes.
- Uphold the highest standards of confidentiality.
- Engage in and support all ART Inc. events, which may require evening and weekend availability.
Qualifications:
- Minimum of two years of relevant experience; experience in the nonprofit sector is advantageous.
- Exceptional attention to detail with the ability to work independently and take initiative.
- Outstanding organizational and time management skills.
- Excellent written and verbal communication abilities.
- Proficient in QuickBooks Online, Microsoft Office 365, Google Sheets, and Docs.
- Capability to formulate effective work plans, organize details, prioritize tasks, and meet deadlines.
- Personal attributes of integrity, leadership, credibility, and a strong commitment to the mission of ART Inc.
Diversity, Equity, and Inclusion Commitment:
At ART 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, in accordance with applicable laws.
Supervisory Structure:
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 role is primarily on-site, with work typically conducted in the office. In cases of adverse weather or mandated quarantine, remote work may be an option.
Benefits:
ART Inc. provides a comprehensive benefits package, including paid time off, holidays, and medical, dental, and vision insurance.
Mental and Physical Requirements:
The position involves light physical effort, with occasional lifting or carrying of items up to 25 pounds. Duties may include walking up and down stairs and delivering presentations to groups. There may be instances of pressure related to project deadlines. Extended use of a computer keyboard and monitor is required.