A primary responsibility of the Administrative Assistant/Office Coordinator (AA/OC) is to provide the Alzheimer’s Association, Northwest Ohio Chapter with administrative support. This includes support to the Executive Director, Director of Programs, and Director of Development as needed. In addition, the AA/OC functions as the receptionist and scheduler for the Chapter, while providing support for data generation.
This is a 16 hour part-time non-benefits eligible position located in Toledo, OH and will report to the Operations Manager.
ESSENTIAL JOB FUNCTIONS:
First Point of Contact
* Answers general telephone inquiries at the Chapter’s main office.
* Greets all guests and announces their arrival to appropriate staff and/or directs guest to the proper area
* Monitors general email box and routes email according to inquiry/need or answers inquiries when appropriate
Accounts Payable (AP) and Accounts Receivable (AR)
* Assists Operations Manager with payment request forms and documentation
* Provides back-up to Operations Manager in entering accounts payable data and creating invoices for accounts receivable as needed
Other Finance and Reporting Duties
* Assists with the processing of donations for events, particularly Walk to End Alzheimer’s.
* Helps with various areas of office management and daily operations
* Assists in preparation of bank deposits
* Compiles data from customer relationship management systems for program and development reports
* Maintain office equipment, including phone system, photocopiers, and postage meter
* Maintain office supply inventory, order supplies and manage office supply budget
* Maintain chapter office passes and office keys
* Maintain supply room and kitchen daily
* Manage shipping and receiving of mail, packages and deliveries
* Manages volunteer database and coordinates volunteer screening and training calendars
* Collect, open (with a second staff person) and distribute mail.
* Serve as IT point of contact as needed
* Maintains Chapter main office conference room calendars
* Train and provide guidance to office volunteers and interns, and manage projects for front office volunteers
* Act as receptionist except when volunteers have coverage
* Assist Executive Director with quarterly board meeting arrangements, board correspondence, and maintenance of board records
* Prepare mailings for requests for information from Helpline calls
* Track program metrics
* Manage registrations and logistics for conferences
* Assist the Executive Director, Program Director, and Development Director as needed with scheduling meetings
* Assist with general correspondence
* Associate’s degree required. Bachelor’s degree preferred.
* Two years of experience as an administrative assistant, office manager or similar position.
* Proficient in Microsoft Office applications and Google Docs
* Organizational and problem solving skills
* Work effectively with volunteers, staff, external contacts and diverse populations to build and maintain successful teams
* Prioritize and manage multiple priorities and maintain detailed records
* Communicate effectively in person, in writing, and electronically to a variety of audiences
* Analyze information and make timely, appropriate decisions
* High level of integrity, diplomacy and initiative
* Comfortable with display of emotion and ability to respond appropriately
* Ability to lift and move up to 50 lb.
* Occasional travel by car to attend meetings within chapter territory. Mileage reimbursed.
* Must possess valid driver's license, good driving record, access to reliable vehicle and proof of automobile insurance.