Administrative Assistant

Job Summary

We are looking for an organized and dependable Administrative Assistant to join our team. This person will help keep our office running smoothly, support our staff, especially the Executive Director and assist our Indiana State University organization on campus. We are looking for strong communication, computer, and organizational skills; specifically experience with quick books. This is a paid position with an opportunity to grow and make a difference as part of our team.

Responsibilities

Objectives of the position: The Administrative Assistant is responsible for assisting the Executive Director in performing administrative duties related directly to the operations of the pregnancy center. Major duties involve ensuring efficient office procedures, including bookkeeping and computer operations.

Reports to: Executive Director

Supervises: In conjunction with the Executive Director, assist in overseeing the volunteer staff who work in the area of office procedures and management.

Qualifications:

• Be a committed Christian who demonstrates a personal relationship with Jesus Christ as Savior and Lord.
• Exhibit strong commitment and dedication to the pro-life position and sexual purity.
• Agree with and be willing to uphold the Statement of Principle, Statement of Faith, and policies of the center.
• Have experience in office operations and general management of running an office.
• Have experience with general accounting procedures and basic computer operations.
• Exhibit excellent organizational skill and typing ability.
• Be self-motivated, dependable, and responsible.

Essential Functions:

I. Administrative/Office Management

• Train and oversee volunteers for special projects and interns, delegating jobs based on the person’s skills.
• See that all correspondence (newsletter, schedules, forms, fundraiser and donor letters) is gathered, typed, copied, and mailed on a timely basis.
• Oversee inventory control of office supplies.
• Update all forms, files, and manuals as advised by the Executive Director.
• Receive all calls relating to office management.
• Assist the Executive Director with performing office administrative duties, as requested.
• Coordinate the gathering and the stuffing of materials for mailings, with the office volunteers.
• Update financial manual and EAP as needed.

II. Accounting

• General bookkeeping procedures of the center: entering, maintaining and balancing a debit/credit accounting system. Experience with Quickbooks Desktop and Quickbooks Online preferred.
• Complete weekly accounting procedures of entry, payments and deposits.
• Balance of monthly, quarterly and yearly financial statements for the director, board and for tax purposes.
• General procedures for payroll, taxes and payment of bills on a timely basis.

III. Computer Operations

• Entry of accounting, statistical information, donor receipts and monthly donor letters.
• Generation of monthly, quarterly and annual reports for the executive director in those areas.
• Update general mailing list and produce mailing labels as needed by the director.
• Implementation of data entry of annual fundraising events, including reports and billing procedures.
• Assist executive director as needed and time available with word processing needs on the computer.

IV. Donor Development

• Assist with oversight and execution of specific fundraising events as specified by the Executive Director and as time allows.
• Help develop ways to assist the Executive Director in developing new donors and current donors as well as researching foundations and grants.

Pay: $19.00 - $20.00 per hour

Benefits:

• Health savings account
• Paid time off

Work Location: In person

Salary : $19 - $20