Administrative Assistant

JOB DESCRIPTION

Title: Administrative Assistant

Group: F

Location: Bellingham, WA

Supervised by: Director of Operations

Starting Wage: $18.00- $19.08 hourly, non-exempt

Full-Time Equivalent: Three-Quarter Time, 30-40 hours per week

Purpose: The Administrative Assistant's purpose is to provide effective and professional support to advance Brigid Collins's mission. This includes managing day-to-day administrative tasks, coordinating schedules, maintaining accurate records, facilitating communication, and supporting staff, volunteers, and community members. The Administrative Assistant is vital in ensuring smooth operations, fostering collaboration, and contributing to the organization's efforts to serve the community effectively.

Compensation:

• Competitive salary commensurate with experience and skills. New hires should expect to start at $18.00 per hour.
• Applicants who can demonstrate fluency in a second language such as Spanish, Mixteco, Russian, or Ukrainian will receive a bilingual add-on of an additional $1.08 per hour.

Benefits: 

• Choice of great medical, dental, and vision insurance plans with a generous employer contribution covering 80% or more of monthly premiums depending on the plan chosen.
• Employee Assistance Program.
  
• 403(b) retirement account after 1 year with an employer contribution
• Annual raises.
• 11 paid holidays and additional paid agency closure days
• 12 accrued sick days per year.
• 11 accrued vacation days in the 1st year.
• Paid training and travel.
• Qualifying employer for the Public Service Loan Forgiveness Program (PMFLA).

Key Responsibilities:

• Manage and maintain schedules, calendars, and appointments for team members and leadership.
• Prepare, organize, and file documents, reports, and correspondence.
• Open and close the building during regularly scheduled hours.
• Maintain the front reception desk and administrative areas.
• Answer and direct phone calls, emails, and inquiries in a professional manner.
• Assist in planning and coordinating meetings, events, and travel arrangements.
• Maintain accurate records and databases, ensuring data is updated and accessible.
• Order and manage office supplies, ensuring inventory is adequately stocked.
• Assist with basic bookkeeping and expense tracking, as needed.
• Serve as the first point of contact for visitors, providing a welcoming and professional environment.
• Support the implementation of office policies, procedures, and systems.
• Collaborate with team members to complete special projects and initiatives.
  
• Other duties as assigned.

Qualifications:

• High school diploma or equivalent; associate’s degree or certification in office administration preferred.
• Fluent in English.
• Proven experience as an Administrative Assistant or in a similar role.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office equipment.
• Excellent organizational and time-management skills with the ability to prioritize tasks effectively.
• Strong verbal and written communication skills.
• Ability to work independently and collaboratively in a team environment.
• High level of professionalism, confidentiality, and attention to detail.

Preferred Skills:

• Experience with database management or scheduling software.
• Knowledge of basic bookkeeping principles.
• Bilingual in Spanish, Mixteco, Russian, or Ukrainian.

Working Conditions:

• Typical busy office environment with lots of activity and frequent interruptions.
• Occasional lifting of up to 40 pounds, bending, reaching, or crouching to access filing cabinets.
• Most of the time will be spent sitting at a desk in front of a computer. Candidates should have manual dexterity for typing on a keyboard, the ability to read small print on documents or computer screens, and hand-eye coordination to be able to use standard office equipment such as copiers, printers, or fax machines.
• Regular hours with occasional flexibility to support events or deadlines.

Applying: 

• Interested applicants must submit a resume, cover letter, and three (3) professional references (please only submit references that you are comfortable with Brigid Collins contacting).
• Incomplete applications will not be considered.
• The position is open until filled.

Salary : $18 - $19