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ADMIN ASSISTANT

FAYETTEVILLE, NC | Temp/Hire

Post Date: 01/18/2018 Job ID: 874 Industry: CLERICAL Pay Rate: 9.00
The Office Manager serves as a key participant in achieving the foundation's mission. Specific responsibilities include office management, reception, administrative support, operation and management of facilities and equipment, building and grounds management, scheduling building use, and support for events and meetings.

Like all other employees, the Office Manager will contribute in any role necessary to achieve the mission.

Responsibilities include, but are not limited to, the following duties and responsibilities:

Reception
~Manage reception area. Greet and direct foundation visitors, including but not limited to donors, grantees, board and committee members, vendors, and community leaders.
~Purchase kitchen supplies and maintain refreshment/coffee area.
~Answer multi-line telephone, route calls, take messages, follow-up as necessary. Manage answering service and greetings.
~Maintain reception area donor forms, information packets, publications, and grant inquiry packets and keep all items current.
~Receive payments for facility use and maintain cash receipts log.
~Answer basic questions about the Foundation and its programs and direct calls to the appropriate staff member.
~Respond to inquiries about nonprofit workshops, donor events, and assist with RSVP process. Direct website emails and inquiries.
~Create and display weekly schedules for 308 board room, 310 board room, and The Community Room.
~Manage opening and closing/securing of the building and serve as after-hours point of contact for monitored alarm system.

Mail
~Pick up, sort, and distribute incoming mail and items brought to reception desk. Post outgoing mail and take mail to the post office daily.
~Maintain postage machine, order postage, stamps and other mailing supplies as needed. Manage relationship with post office, Pitney Bowes, and other delivery vendors.
~Assist with bulk mailings as needed. Assist with electronic newsletters.
~Comply with current USPS rules and regulations and update postage meter.

Facilities
~Develop, implement and monitor building use policies.
~Manage all aspects of coordination for room reservations, including assist meeting room users with equipment needs.
~Manage relationships with building occupants.
~Coordinate repairs and maintenance, as needed.
~Maintain inventory of assets and equipment.
~Oversee function and maintenance of all office equipment, including copier, fax, scanner, mailing equipment, phones and computers, scheduling repair and maintenance, as needed.
~Oversee and manage facilities vendors, including janitorial service contract, grounds maintenance contract, shredding service, delivery services.
~Plan and oversee any changes to office layout/arrangement and purchase of office furniture and equipment. Negotiate the purchase of office supplies and furniture, office equipment for staff in accordance with company purchasing policies and budgetary restrictions.
~Assist in negotiations to purchase, lease and maintain office equipment, including copier, fax machine, printers, postage meter, etc.
~Create and maintain foundation emergency/disaster preparedness plan.

Office Management and Operations
~Archive documents in compliance with foundation's Document Retention Policy.
~Manage the relationship with and oversee the contracted IT service. Coordinate computer backup systems and IT maintenance according to the IT maintenance plan.
~Maintain and update FIMS database, including gathering information to support mailings and electronic communication.
~Manage calendars -- master staff calendar, Foundation Center calendars, and executive director calendar.
~Organize shared computer network folders and documents as appropriate.
~Maintain office, janitorial, and other supplies and re-order, as needed. Manage office supplies -- ordering, distributing, storing and monitoring.
~Train staff on any new facilities-related procedures and equipment.
~Train new staff on telephone set-up, email set-up, and computer systems.

Administrative Support to Staff and Board
~For the Executive Director, update/maintain contact management system, complete expense reports, arrange travel, and create presentation packets.
~Maintain board records and prepare meeting packets.
~Provide data entry support to other staff as time allows.
~Coordinate staff recognition and manage birthday cards process for donors and volunteers. Assist other staff with event set up and coordination.
~Assemble or assist with assembling packets for meetings.
~Other duties as assigned.

Physical Requirements:
~Sit at a desk for up to 2 hours at a time. Keyboard for up to 2 hours at a time.
~Lift and move documents and supplies. Carry boxes of up to 20 pounds up 30 steps.
~Set up and break down 12 folding tables within one hour.
~Move and stack 60 chairs in The Community Room in one hour or less. Bend to file and retrieve documents.
~Drive locally to pick up meals/supplies.
~Use the multi-line telephone equipment.

Qualifications for Position:
~At least three years of previous experience in office management / administrative assistance or equivalent. Excellent references and past employment history.
~Excellent grammar, verbal and written communication skills. Discretion and ability to maintain confidentiality.
~Computer proficiency in Microsoft Office software including Outlook, Word, and Excel. Working knowledge of office equipment (postage machine, printers, fax, multi-line phone system).
~Attention to detail in data base and project management.
~Motivated and able to work independently. Able to plan workload, maximize resources, and meet deadlines.
~Professional office appearance and manner. Ability to negotiate effectively.
~Experience with documenting plans and procedures.
~Driver's license and reliable vehicle for local travel and deliveries.
~Self-discipline / maturity to stay focused on responsibilities instead of personal matters. Resident of Cumberland County, NC.
~Must pass pre-employment drug screening.
~Must undergo/pass a criminal records background check.


ours: Monday - Thursday: 8: 30 a.M. To 5 p.M. With lunch break and Friday 8: 30 a.M. To 1 p.M.; Minimum 37.5 hour work week with infrequent evening events and/or overtime work required.

Salary will increase when transitioning to perm payroll $15+ per hour depending on prior experience and skills.

~Benefits: After probationary period, benefits include Group Health Insurance Plan, Retirement Plan, Paid Holidays (10), Paid Time Off (20 Days)


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