Enjoy organizing, planning, and keeping things running smoothly? Want to build your skills in office administration while supporting a mission-driven organization? Stateline Boys & Girls Clubs is the perfect place for you! Join a fun, energetic team in a rewarding environment where your attention to detail and organizational talents help make a lasting impact in the lives of youth across our community.
We're currently hiring for a part-time Administrative Assistant to support our leadership team with clerical, financial, and event-related tasks. Help us advance our mission of enabling all young people—especially those who need us most—to reach their full potential as productive, caring, responsible citizens.
TITLE: Administrative Assistant
POSITION TYPE: Part-time (10-15 hours per week)
PERFORMANCE PROFILE SOURCE: Operations
DEPARTMENT: Administrative
REPORTS TO: Chief Executive Officer
FLSA STATUS: Non-Exempt
**AVAILABILITY: Monday through Friday between the hours 9:00 AM - 2:00 PM. ** __
PRIMARY FUNCTION:
The Administrative Assistant provides regular clerical and administrative support to Club staff; provides
financial support to the Club by completing basic accounting tasks, documents and files personnel
information, prepares correspondence and reports, maintains schedules and calendars; answers
telephones and maintains electronic and hard copy files. **
**
KEY ROLES (Essential Job Responsibilities):
Performs regular administrative duties, preparing correspondence and reports as requested
by leadership and composes draft letters following established formats. Proofreads all
materials for accuracy
Acts as recording secretary for Board and committee meetings (i.e. agenda and minutes).
Prepares Board packet and ensures all materials and logistics are coordinated
Responsible for general financial and accounting functions, including cash management,
accounts payable or receivable, special events, donor record management, etc.
Functions as a back-up to the front desk operations, including switchboard duties
Creates various reports for Chief Executive Officer, and enters all donations and pledges on a
daily basis, as well as process correspondence
For Special Events, processes sponsorships, auction item purchases, etc. and other financial
aspects of events. Assists with set-up and execution of special events as needed
Maintains electronic and hard copy filing systems, making sure they are accurate and timely
and facilitate easy retrieval of information.
Monitor office supply inventory and order supplies as necessary
May be responsible for managing inventory of office equipment and service contracts,
performing routine maintenance activities and contacting service representatives as needed
Perform other related duties as requested
RELATIONSHIPS:
Internal: Maintains close, daily contact with Club staff (professional and volunteer) and supervisor to
receive/provide information, discuss issues, explain guidelines/instructions; instruct; and
advise/counsel.
External: Maintains contact with members, families and the general public to give and obtain
information, either in response to inquiries or as instructed by supervisor.
SKILLS/KNOWLEDGE REQUIRED:
High school diploma or equivalent required
One year of office clerical experience or further education in Business, Accounting and
Finance preferred
Exposure to processes and procedures of nonprofit organizations with generally accepted
accounting practices preferred
Typing/keyboarding skills of at least 50 wpm
Experience with Microsoft especially Excel, Outlook and Word required. Experience with
QuickBooks software also beneficial.
Training in secretarial skills and use of common office equipment
Good written and verbal communication skills
Good organization and attention to detail
Strong customer relations skills
Able to maintain strict confidentiality
Ability to interact professionally with Club staff, Board Members, volunteers and other related
agencies and vendors. ****
PHYSICAL REQUIREMENTS/WORK ENVIRONMENT:
Benefits:
Disclaimer: The information indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, nor is it to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications and objectives required of employees assigned to this job. **
** Equal Opportunity Employer: The Stateline Boys & Girls Clubs is committed to creating an inclusive environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, race, religion, color, marital status, sex, national origin, ancestry, veteran's status, sexual orientation, disability, gender identity or expression, or any other legally protected status.