The office administrator is responsible for managing office operations including:
Maintaining and ordering appropriate levels of supplies and postage.
Maintaining office equipment and advising on needed replacement.
Maintaining the phone system and updating for appropriate response for holidays, vacations, and other office closures.
Procuring appropriate approvals for operational purchases.
Inputting requests and payments accurately on a timely basis in accounting software.
Processing monthly expense reimbursement requests for staff.
Assisting in creating and maintaining fund files.
Organizing disposal of records for shredding and recycling based on appropriate document retention procedures.
The office administrator is responsible for receiving, opening, and distributing mail. This includes:
Preparing checks received to be deposited on a timely basis.
Recording all deposit activity in accounting software on a timely basis, including credit card and ACH deposits.
Preparing appropriate acknowledgement letters for all donations.
The office administrator provides support to the board of directors by:
Preparing agendas, corporate resolutions, and board packets for board meetings.
Scheduling the meeting locations and setup for the Board and Executive Board.
Taking minutes of board meetings and preparing minutes for staff approval.
Maintaining and updating organization master calendar.
Managing and maintaining all corporate files for committees and board up to date.
The office administrator is responsible for providing excellent customer service, including:
Making all visitors feel welcome.
Serving as the primary person responsible for answering the phone, directing calls, and taking messages.
Answering, investigating, and/or responding to phone calls/e-mail inquiries and requests.
The office administrator is a key part of the special event coordination team, including:
Timely coordination of reservations for events.
Providing support for registration at events.
Providing name badges for events as appropriate.
Tracking of sponsorships, names, and collections related to events.
The office administrator assists the CEO and advancement team by proactively making contact with prospects, current donors, or professional advisors and coordinate calendars for appointments.
The office administrator is responsible for efficient production of correspondence for the CEO and such other communications as required.
The office administrator will be a part of a dedicated, professional staff that works well as a team with a significant degree of independence to improve the efficiency of operations and services provided.
: Specialized training in use of Word and Excel and proficiency in both software packages. Careful attention to detail and accuracy is required. Experience with data entry and working in accounting software. Must be able to lift 50 pounds.
: 3 – 5 years’ experience working in office administration is preferred.
s: Compensation will be $14-$16 per hour. Paid overtime is sometimes required. Benefits will include 10 paid holidays, paid time off, health insurance, and 401k match.
How to apply
: Please send cover letter and resume to Beverly Powell, Chief Financial Officer, at firstname.lastname@example.org
. Only email applications will be accepted. No phone calls please.
About Truman Heartland Community Foundation: Truman Heartland Community Foundation is a public charity committed to improving area communities by promoting and serving private giving for the public good. Founded in 1982, THCF serves the region with more than $45 million in charitable assets and annual grants surpassing $3 million. THCF serves individuals who, through their private giving, wish to support the public good and help them do it in the most tax-wise and effective manner. Through the Community Foundation, donors can set up their own family foundations, scholarship funds, field of interest funds, endowment funds, charitable gift annuities and many other charitable vehicles which utilize shared resources of the foundation to maximize the impact of their philanthropic dollars. In addition to donor services, the Community Foundation provides asset development for nonprofit organizations, gives grants to nonprofits, assists organizations in planned giving and serves as a leader in addressing community issues.