Administration Assistant

Job Overview
We are seeking a detail-oriented and organized Administrative Assistant to join our team. The ideal candidate will provide administrative support and ensure efficient office operations.

Responsibilities
Assist Management Team with responsibility for a nonprofit office serving several hundred clients including:

• Answer phones, take messages, greet visitors and handle routine inquiries.
• Discuss policies and procedures with first-time volunteers and riders.
• Order office supplies, maintains stock of all rider and volunteer forms.
• Performs filing on a daily basis and organizes the office.
• Writes thank-you letters with each deposit, at least weekly.
• Updates new email addresses in Constant Contact.
• Collects all time-cards and assembles bi-weekly payroll information for CEO/COO.
• Assemble deposits: receive payments via mail, credit cards, Venmo, Square, website, QuickBooks direct payments, etc.
• Enters deposits into QuickBooks using established chart of accounts.
• Remotely deposits funds using bank-provided scanner.
• Generate invoices and resolves customer invoice issues.
• Enter bills in QB and resolves vendor billing issues.
• Print checks for signature by CEO.
• Assemble invoices, payment stubs and file.
• Maintain Volgistics volunteer database.
• Supports Special Events as directed.

EQUIPMENT AND SOFTWARE USED: 

Telephone, calculator, computer, printer, scanner, fax machine, remote check deposit scanner and other office equipment as required. Extensive use of all Microsoft Office Suite products, QuickBooks and Volgistics,

QUALIFICATION REQUIREMENTS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION and/or EXPERIENCE:

High School diploma or general education degree (GED); two years in an office environment performing general office work and at least six months experience using QuickBooks. Previous experience working in a single-person office is a plus. Experience using Word, Excel and Outlook is a must.

LANGUAGE SKILLS:

Very good written and verbal communication skills. Ability to read and comprehend complex instructions and exercise independent judgment. Ability to develop business correspondence. Experience with editing and proofreading is desirable. Spanish a plus.

MATHEMATICAL SKILLS:

Ability to add, subtract, multiply, and divide. Ability to compute percentages.

REASONING ABILITY: 

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

CERTIFICATES, LISCENSES, REGISTRATIONS and VACCINATIONS:

Driver’s license required.

OTHER SKILLS AND ABILITIES:

Must be able to interact with employees, clients and visitors on the phone and in person with a high degree of tact, diplomacy, and professionalism. Organized, detail oriented, punctual self-starter able to work in a fast-paced environment. Must work as a ‘team’ player.

PHYSICAL DEMANDS:

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls and to talk or hear. The employee frequently is required to sit. The employee is regularly required to stand, walk, reach with hands and arms, climb or balance, and stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT AND SCHEDULE:

The noise level in the work environment is usually moderate. The employee is exposed to animal hair and dust. Full-time with benefits (32-40hrs), Monday – Friday, with 5-6 Saturdays per year. Ride On has operations in Chatsworth, Thousand Oaks and Pasadena. More information at www.RideOn.org.