Executive Assistant

POSITION TITLE: Executive Assistant

ACCOUNTABLE TO: Director of Operations

STATUS: Non-exempt (full-time)

LOCATION: Fergus Falls, MN

SALARY: $18.00-$25.00 per hour

BENEFITS INCLUDED: Employer-paid health insurance, life insurance, paid time off (PTO), Employee Assistance Program and 16 Paid Holidays, holiday differential pay, long-term disability. Optional employee purchased benefits include dental insurance, supplemental insurance, and retirement plan with employer match.

Staff friendly workplace, including some flexible scheduling, occasional remote work options, strengths-based focus.

PRIMARY OBJECTIVE OF POSITION: Works closely with the Executive Director and Director of Operations to ensure administrative tasks are accurately completed on time.

SUPERVISION EXERCISED: Exercises supervision over volunteers as requested by supervisor.

JOBSUMMARY:

Administrative Duties

Provide administrative support to the Executive Director and Director of Operations.

Ability to work with confidential information.

Opens mail and routes to the appropriate staff.

Maintains administrative files (insurance, county, state, federal and banks) and Grant files.

Performs a variety of administrative support tasks that are highly confidential and complex in nature.

Schedule and coordinate meetings and events as required. (Reserve rooms, arrange food)

Make copies of grants and other documents.

Order Direct Client Assistance and offices supplies as directed.

Assist in maintaining the Direct Client Assistance Spreadsheet

Board Duties

Prepares monthly packets and financial reports for board meetings, assembles board packets.

Keeps Board member and Leadership Board Binders up to date.

Finance

Mail – prepare invoices to be paid

Gather receipts to pair with invoices.

File invoices to be matched with statements as they come in

Track all invoices for all accounts payable – be aware of double billing or other errors

Prepares checks for mailing.

Maintains finance files.

Contact vendors as directed about billing questions

Enters bank deposits

Gather documentation required for Audit

After audits are completed prepare accounts payable binders box them to be archived.

Gather documentation and receipts for credit card statements monthly

Gather Documentation for FSRs monthly.

Personnel Duties

Schedule interviews for applicants as requested

Mail letters to applicants regarding response to application

Check references for job candidates.

Follow Employee checklist for new hire and end of employment

Create personnel file for new hire files

Report on Minnesota New Hire information

Maintain Employee Assistance Program and Life Insurance through UNUM for all staff

E-Verify new employees

New hire letters for non-benefited employees

Keep records for all time sheets and reimbursement forms (receipts)

Performs background checks for all paid and unpaid staff and reports to requesting location.

Maintains personnel files.

Maintain files for timesheets and reimbursements

Maintains files for staff training

Development Duties

Prepares mailings as requested.

Enters donor information into donor software.

Assists with the database for the Development Program.

Preparing acknowledgement letters and mailing thank-you gifts to qualifying donors.

Preparing needed items for special events and fundraisers

OTHER RESPONSIBILITIES:

Performs other duties and assumes additional responsibilities as directed by Supervisor.

DESIRED MINIMUM QUALIFICATIONS:

Individuals with diverse backgrounds, varied life experiences, who are bilingual, and/or survivors of crime encouraged to apply.

EDUCATION AND EXPERIENCE:

High school diploma or equivalent (G.E.D.)

One-year technical training in office administration

Any equivalent combination of education and relevant work experience.

Necessary Knowledge, Skills and Abilities

Working knowledge of office management and customer service.

Skills in operating the listed tools and equipment; skills in managing crisis situations; skills in communicating difficult topics.

Ability to establish and maintain effective working relationships with coworkers, supervisors, members of the board of directors, clients and the general public; ability to communicate effectively orally and in writing.

SPECIAL REQUIREMENTS:

Must possess and maintain a valid state driver’s license and insured reliable vehicle.

TOOLS AND EQUIPMENT USED:

Requires use of personal computer (MS Office Suite) and other office and communication equipment.

PHYSICAL DEMAND AND WORK ENVIRONMENT:

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and talk or hear; use hands and fingers to handle, feel or operate objects, tools or controls; and reach with hands and arms. Employee is required to walk, lift at least 25 lbs. and be able to move about freely.

Specific vision abilities required by this job include close vision and the ability to adjust focus. The noise level in the environment is moderately quiet.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and the requirements of the job change. Someplace Safe is an at will employer.

It is the policy of this agency to provide equal opportunity in employment to all persons, to prohibit discrimination because of race (hair style), color, creed, economic status, religion, ancestry, sex (including pregnancy), familial status, parenthood, national origin, immigration status, place of residence, political affiliation, disability, marital status, status with regard to public assistance, social status, gender, gender identity, sexual orientation, age, membership of and activity in local human rights commissions, or physical ability in all aspects of its personnel policies, programs, practices, or operations.

Salary : $18 - $25