Administrative Assistant (Part-Time) - Environmental Policy
Job Title: Administrative Assistant - Part Time
Department: Environmental Policy
Reports To: Director of Environmental Policy
FLSA Status: Non-exempt
PURPOSE OF JOB: Provides administrative support services to policy staff.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
• Provides general office support as requested, including handling phone calls, correspondence, errands, and data entry on computer.
• Assists with coordination of special events, including displays and presentations.
• Assists with Program and project reporting, financial tracking, timelines, and record keeping.
• Assists with grant, foundation, and other record keeping and reporting requirements for the departments.
• Provides organizational support through designation as an initial point of contact for building intercom access system or similar technology
• Schedules and coordinates meetings on and off site.
• Inputs data for spread sheets or databases as needed and prepares reports from it.
• Processes requests to purchase equipment and supplies for departments through business office and follow up on submitted purchase orders.
• Processes outgoing mail and bulk mailings for departments.
• Maintains files, records, and correspondence for department.
• Assists with the preparation of budget spreadsheets for review and tracking and track budget expenses on a monthly basis as expense spreadsheets are provided to department.
• Processes receipts for purchases and codes invoices for payment.
• Maintains tickler system for society memberships, journal subscriptions, or other departmental items needing follow-up.
• Makes travel arrangements.
• Acts as a liaison with other Conservancy administrative activities.
• Runs local errands for materials and supplies.
• Maintains office supplies for department.
• Helps prepare meeting rooms for department and take minutes of various meetings.
• Maintains external contacts list for departmental use.
• Assists in preparing leases and contracts and monitors for timely update and renewal as appropriate.
• Performs a variety of research as required.
• Researches public files.
• Participates in various Conservancy events (i.e. Magic Under the Mangroves, Earth Day).
• Other duties as assigned.
• Five or more years of office support experience in business with working knowledge of general office procedures.
• Superior writing skills, including the ability to create correspondence as well as edit existing templates.
• Excellent professional phone skills.
• Experience working in nonprofit environment a plus.
• Ability to process information, prioritize duties, and follow through with details essential.
• Proficient in use of office automation and the internet as a resource for research, information gathering and productivity. Specifically, able to demonstrate high user ability in the following: Microsoft Office Suite, focusing on Word (advanced), Excel (advanced), Outlook, and Internet Explorer, with knowledge of PowerPoint a plus.
• Working knowledge of spreadsheets and database programs essential.
• Knowledge of postage and express delivery essential.
• Organized and task oriented.
• Team player with individual initiative.
• Ability to handle multiple tasks and prioritize needs.
• Excellent people skills.
• Ability to maintain confidentiality.
• A strong commitment to the Conservancy's mission and conservation in general.
The above statements describe the general qualifications required to perform the job and the general nature and level of work performed - not a complete list of duties - additional responsibilities may be assigned by management.
EDUCATION AND/OR EXPERIENCE:
Associate's degree (A. A.) or equivalent from two-year college or technical school; and 3-5 years’ related experience and/or training; or equivalent combination of education and experience
SKILLS AND ABILITIES:
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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
• 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.
OTHER SKILLS AND ABILITIES:
• Basic knowledge of environmental science and issues in order to perform duties with little explanation and have a conceptual understanding of what staff is working on.
• Basic bookkeeping skills and knowledge of financials.
CERTIFICATES, LICENSES, REGISTRATIONS:
Notary Public license desirable, but not essential.
• Valid driver license and good driving record.
PHYSICAL, DEMANDS AND WORK ENVIRONMENT:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical demands: While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 25 pounds and regularly lift and/or move up to 10 pounds. Specific vision abilities required by this job include close and color vision.
Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate.