Administrative Assistant

Location: Helena, MT

Position: Part-time or Full-time (20-40 hours/week)

Salary: $18-20/hour (commensurate with experience)

Benefits: Vacation, Sick leave, Simple IRA w/match, Health, Dental, and Vision

About the Organization

Founded in 1976, Montana Audubon is an independent, statewide conservation organization whose

mission is to promote appreciation, knowledge and conservation of Montana’s native birds, other

wildlife, and natural ecosystems and to safeguard biological diversity for current and future generations.

In our vision for the future, we seek to create an environment in which all of Montana’s native bird

species have healthy, sustainable populations, ensured by long-term habitat security. Montana Audubon uses bird science, conservation education and engages in public policy work to protect our state’s incomparable wildlife and landscapes.

Summary of Position

We are seeking a part-time or full-time (20-40 hours per week) Administrative Assistant to become an

integral part of our team! The Administrative Assistant is responsible for the smooth operation of the

Helena office, which includes general office organization; administrative support for staff (Helena and

Billings); making deposits and accurate data entry of all gifts and grants; providing information to donors, volunteers, and the general public; overseeing office machinery and systems; and purchasing equipment, supplies, printed material, and postage. The position also assists staff in the coordination of the bi-annual bird festival, other events, and facility logistics for the organization.

Responsibilities:

1. Administration (50%)

• Prepares and customizes gift acknowledgements, including coordination w/ appropriate staff

member responsible for signing personalized notes.

• Responsible for daily deposits; performs accurate data entry into the donor and membership

database, and maintenance of current donor contact info.

• Works with admin staff to maintain integrity of the database system, generating gift reports and lists

for specific purposes.

• Assists in the logistical arrangements for special events as needed.

2. Office Management (25%)

• Performs general office work, office upkeep, ordering supplies/equipment, and overseeing staff

needs such as office keys, staff supplies (i.e. business cards), and office parking passes.

• Documents office procedures and protocols by maintaining an updated Office Procedures Manual.

• Maintains organizational calendar and collaborates with all staff in maintaining calendars.

• Coordinates and troubleshoots office equipment, computer back-up, and care and maintenance of

computers and peripherals.

• Resolves computer issues when appropriate, and coordinates with IT contractors and

software/hardware vendors as needed ensuring all hardware and software needs of the organization

are functioning and up-to-date.

• Assists staff, particularly the admin team, with various projects and deadlines, including copying,

printing, mailing as needed.

3. Customer Service and Outreach (25%)

• Responds to general information requests and inquiries in a timely and appropriate manner.

• As requested, assists in the planning and implementation of the Bird Festival and other events as

needed.

• Assists newsletter production with copy editing, preparation of mailing list, and other assistance as

requested.

• Actively works to enhance the integration, coordination, and collaboration among all of Montana

Audubon’s programs.

• Supports, communicates and coordinates with other staff members as appropriate. Actively strive to

build a cohesive and effective staff team.

• Acts as main “information desk” for the organization answering telephone, overseeing the

organization’s general email box, and greeting/accommodating visitors to the office.

Qualifications:

• The required knowledge, skills and abilities are typically acquired through a combination of

education and experience equivalent to a two-year degree or certificate in Office Administration,

Office Technology or a related field and two years’ progressively responsible job experience in office

administration.

• Experience with word processing, spreadsheets, databases, Internet/email, electronic calendar, and

presentation/graphic design applications in the Microsoft Office Suite;

• Electronic and paper records management; customer service methods and techniques;

• Develops and maintains effective working relationships with a variety of individuals;

• Works independently and with initiative; works effectively as a team member;

• Follows administrative procedures; serves organizational staff and customers in a professional

manner; supports, communicates, and coordinates with other staff members;

• Professionally represents Montana Audubon to the public; and integrates, coordinates and

collaborates among all of Montana Audubon’s programs and staff.

To Apply

Please send cover letter and resume to Lberrin@mtaudubon.org with the subject line “Administrative Assistant.” This posting will remain open until filled with applications reviewed on a rolling basis.

Montana Audubon is an equal opportunity employer and does not discriminate on the basis of race, color, age, ethnicity, religion, creed, national origin, pregnancy, sexual orientation or preference, gender identity, genetic information, sex, marital status, disability or status as a U.S. veteran.