Administrative Assistant

Big Brothers Big Sisters of Flathead County

Administrative Assistant Job Opening

Our mission: to provide children facing adversity with strong and enduring, professionally supported 1-to-1 relationships that change their lives for the better, forever.

Reports to: Executive Director

Works in coordination with: Agency staff and volunteers

Hours per week: 20-30

Compensation: $11.00 + Paid Time Off

To apply: Email, or mail cover letter, resume, and at least 3 references to jesse@bbbsfc.org. Resumes without cover letters will not be considered. Position will remain open until filled.

Job Summary: The Administrative Assistant is responsible for the general day-to-day operations of this small, community-based nonprofit organization.  This includes all aspects of administrative support for agency activities and fundraising events as assigned by the Executive Director – including but not limited to word processing, data entry, photocopying, filing, and recordkeeping.

Minimum Qualifications:

  • High school diploma or equivalent
  • Positive background check (cost covered by BBBS)
  • Ability to work with confidential information on a daily basis and respect the nature of the data
  • Ability to be a self starter and quick learner, prioritize effectively, organize workload, meet deadlines, be flexible, pay careful attention to detail, work independently, and thrive as part of a team
  • Ability to maintain professional work standards with little supervision
  • Proficiency with Microsoft Word and Excel; Social Media; basic website updates
  • Excellent oral and written communication skills
  • Basic knowledge of office equipment and procedures

Desired Qualifications:

  • Bachelors degree
  • Experience with nonprofit and community-based organizations
  • Fundraising experience
  • Educational or professional experience in social work case management

Essential Duties and Responsibilities

General Administration:

  • Answer all incoming calls and route to appropriate staff
  • Make outgoing calls as requested
  • Process all incoming and outgoing mail
  • Filing and photocopying as needed
  • Assist with agency record /database maintenance
  • Coordinate mailings as needed to families, donors, and volunteers
  • Order and maintain office supplies
  • Receive, record, and deposit payments
  • Help support and maintain email listservs
  • Track donations, both cash and in-kind
  • Provide administrative assistance to the Executive Director, program, and fund development staff as needed

Program Support:

  • Process all client and volunteer inquiries and applications
  • Maintain accuracy and confidentiality of client and volunteer records and database information

Fundraisers and Special Activities:

  • Promote fundraisers and special activities
  • Design and distribute brochures, posters, and tickets as necessary
  • Assist with agency special events for children, parents and volunteers

Fundraisers and Special Activities:

  • Promote fundraisers and special activities
  • Design and distribute brochures, posters, and tickets as necessary
  • Assist with agency special events for children, parents and volunteers
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