Description

SUMMARY

The Office Administrator provides administrative, clerical, and offer operational support for the Administrative Office, serving as a receptionist. Provides administrative support to Executive Leadership and Development team.

PRIMARY DUTIES

• ORGANIZATIONAL SUPPORT
  • Serves as Administrative Office receptionist with duties that include answering the door, greeting guests, answering phones, and monitoring the general voicemail box, providing appropriate referral information as needed.
  • Receives, logs, processes and distributes packages and mail.
  • Maintains SVDP Administrative office files, supplies, stationary and general office equipment.
  • Acts as primary liaison for IT, office equipment, and facility repairs and technical assistance for the Administrative Office.
  • Initiates contacts with the landlord and all vendors for service calls in response to work orders and repair requests for the Administrative Office.
  • Maintains shared calendars and coordinates conference room scheduling.
  • Coordinates content displayed on TV in SVDP Administrative Office main lobby.
  • Monitors SVDP USPS postage meter.
• DEVELOPMENT SUPPORT
  • Maintains SVDP giving email and provides timely response to donor inquiries received by phone, email, or mail.
  • Creates daily revenue log of checks and cash received.
  • Performs duties associated with intake of charitable gifts including timely and accurate data entry and acknowledgement within 48 hours of the following:
    • In-kind gifts
    • Monthly donor ACH
    • Credit card/online gifts
  • Processes automobile donations.
  • Monitors postage accounts for BRE and bulk permit mail.
  • Maintains Raiser’s Edge records including address updates and removal of duplicate records.
  • Assists with donor stewardship calls and mailings.
  • Attends Development staff meeting and other meetings as required.
  • Maintains, files and organizes Development and Marketing print materials.
  • Provides backup support to gift entry.
  • Provides support to Development events.
  • Provides additional Development Department support, as needed.
• EXECUTIVE SUPPORT
  • Supports administrative needs for the Executive Team, including the President & CEO, COO, CPO, CAO, and CFO.
  • Assists with scheduling appointments and managing calendars.
  • Triages communication to appropriate individual(s).
  • Manages meeting invites and calendar for SVDP Community Services Board, Committees, and prepares and emails meeting agenda packets.
  • Maintains proper records and clerical filing, both electronic and paper.
  • Assists with expense report preparation.

SECONDARY DUTIES

• Maintains a neat and organized work area so that others may easily access essential information on days when not present in office.
• Upholds the vision, mission and values of St. Vincent de Paul.
• Supports a welcoming and positive environment for volunteers and works with them effectively.
• Creates an atmosphere of care and respect for clients, staff, donors, and other partners.
• Other duties as assigned within the scope of the position.

Qualifications

QUALIFICATIONS

• High school degree/GED, and 2 year experience in a professional office environment, required, or Associate’s Degree with relevant work experience.
• Computer proficiency and demonstrated competencies in Microsoft applications including Word, Excel, and PowerPoint, use of internet and email.
• Excellent customer service, written and verbal communication skills.
• Strong organizational skills and ability to handle multiple projects and priorities simultaneously.
• Self-starter with ability to work independently and meet deadlines.

PHYSICAL REQUIREMENTS

ENVIRONMENTAL CONDITIONS

__X__ Primarily Indoor Work

TYPE OF WORK

___X__LIGHT WORK: Lifting 20 pounds maximum with frequent lifting and/or carrying of objects weighing up to 10 pounds. It involves sitting most of the time with a degree of pushing/pulling of arm/or leg controls.