The Seton Center in Emmitsburg Maryland is seeking part-time Administrative Assistant
Position Summary: Provides administrative support to Executive Director, Director of Operations, and staff. In addition, works on special projects.
Duties and Responsibilities:
- Provides administrative support to the Executive Director, Director of Operations, and staff or designee including paperwork, files, donor letters and all financial data.
- Provides administrative support to the Seton Center Board of Directors as requested by the Executive Director or the Board Chair.
- Assists Volunteer Manager with annual Volunteer Recognition Dinner.
- Provides host services and coordinates all special events with the team of Seton Center staff.
- Tracks all gift cards (6 logs) on a log sheet that is reconciled monthly (Helping Hands, Staying Ahead, Getting Ahead, Special Projects, CCMF, Dental). Maintains accurate records electronically and in hard copy of all receipts.
- Maintains electronic and hard copy records and files as directed.
- Maintains a general monthly calendar listing events and meetings.
- Prepares a weekly schedule to guide volunteer office receptionists.
- Oversees day to day office operations and office equipment supplies and repairs.
- Orders office supplies and other requested materials.
- Checks general Voicemail and email daily (setoncenterinc@doc.org).
- Acts as central point of communication for staff during business hours.
- Participates in staff meetings and in-service trainings; prepares agenda and records minutes for staff meetings.
- Participates with Outreach staff in developing projects to benefit the community, such as donor development projects and other projects.
- Tracks, schedules and coordinates room use on a master list.
- Processes credit card reconciliations monthly
- Processes check requests and acts as liaison with finance staff for day-to-day operations.
- Processes the monthly bills for payment.
- Prepares, tracks, and reconciles Outreach deposits of cash, checks and gift cards.
- Prepares petty cash receipts and replenishes petty cash as needed and reconciles credit card statements.
- Maintains payment records for grant reports and other projects as directed.
- Prepares quarterly statistics reports as directed.
- Maintains confidential nature of information obtained through Seton Center; exercises discretion in handling confidential and privileged information.
- Conducts work within the spirit of the Vincentian Charism
- Prepares various documents in Word, Excel or Publisher upon request of the Executive Director
- Other duties as assigned
Qualifications
- High School Diploma/GED (Associates Degree preferred)
- Computer skills (Microsoft Office, Outlook, Donor Snap, Service Point) MUST be able to conduct a mail merge
- Basic bookkeeping skills
- Ability to collaborate well with others
- Ability to maintain confidentiality and uphold clear boundaries
Hours: part-time 36 hours per week, non-exempt