Administrative Support Assistant

The role of the Administrator, or Administrative Assistant, performs clerical duties to help an office run smoothly and efficiently. Their duties include answering phone calls and emails, greeting and directing office visitors to designated meeting areas and supporting the daily needs of the organization and team. Administrative staff is not required but strongly recommended to be bilingual in both Spanish and English. As well should be flexible thinkers who are also well-organized and able to retain information. *Role has the potential to turn into a full-time position. Applicants will be considered whose background includes the following: 

• General Administrative  
• Answer and direct incoming phone calls and office guests 
• Manage the office phone system 
• Help manage and maintain the office calendar 
• Coordinate and schedule office tours and available dates for rental space 
• Maintain a well-managed filing system (physical and electronic scanning and filing) 
• Coordinate shredding of sensitive documents 
• Order office supplies annually and maintain inventory as needed 
• Coordinate office vendors and schedule lawn care, cleaning, pest control, and other maintenance as needed 
• Assist the team with basic technical and general accessibility issues 
• Help keep the Project 4031 office clean, organized, and functional 

Reporting/Finance 

• Copy checks and prepare deposits for bank 
• Cut checks for ED Signature in QuickBooks 
• Pay invoices and manage vendor relationships as directed by the Executive Director 
• Pull and prepare regularly scheduled reports as directed 
• Assist in preparing all necessary items for the annual financial audit (Filing, scanning, etc.) 

Database Management 

• Manage and maintain data in CRM (Salesforce) 
• Responsible for data entry pertaining to – Client Data/ Programs 
• Donors & Contributions 
• Assist with data entry into Special Events database, ClickBid 

In accordance with Project 4031's team philosophy, carries out or assists with other tasks in addition to those listed in the job description. 

Qualifications: 

Bachelor's Degree preferred; however, two years related work experience may be considered a substitute. Previous administrative experience is required. 

Administrative staff is not required but strongly recommended to be bilingual in both Spanish and English 

Skills/characteristics: 

• Working knowledge of computers and software applications. Including, but not limited to 
• QuickBooks Online, Salesforce, ClickBid, MS Office Suite, JotForm 
• Non-profit experience preferred, not required 
• Ability to develop spread sheets, charts, and graphs using percentage calculations, etc. 
• Enjoys teamwork; displays strong interpersonal skills. 
• Demonstrates strong written and verbal communication skills. 
• Exhibits problem solving skills. 
• Ability to be flexible and to multi-task effectively, managing multiple efforts simultaneously. 

Possess the following personal attributes: 

• Integrity 
• Organized 
• High energy level 
• Personable 
• Positive Attitude 
• Sense of Humor