Administrative Assistant

GENERAL SUMMARY

The Pennsylvania PTA is a 501(c)(3) advocacy organization and an affiliate of the National PTA. The

mission of the PTA is to make every child’s potential a reality by engaging and empowering families and

communities to advocate for all children. The organization is governed by a volunteer Board of Directors

who serve on various committees and, along with the Administrative Assistant, also service the local

units.

The PA PTA is currently seeking a highly competent, organized, motivated part-time professional with a passion for the mission of PTA to handle the day-to-day office administration functions of the organization and collaborate with the Board. The primary job duties consist of providing a high level of customer service to our member units, providing clerical support to the Board as directed by the President, and fulfilling limited reporting requirements to National PTA.

The position will be hybrid initially after training and some work in the current office, the goal will be to transition to a fully remote work environment eventually.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Under direction of the President:

1. OFFICE AND FINANCE MANAGEMENT

a. Receive incoming telephone calls, emails, and correspondence and forward to Board members or Chairs as appropriate.

b. Communicate with local units to update and maintain databases of mailing/contact lists,

membership, and local unit good standing information.

c. Scan documents as required, maintain in the Google drive, and coordinate electronic file shares.

d. Maintain hard copy files as needed.

e. Ensure the confidentiality and security of files and filing systems.

f. Participate in the updating of the office procedure manual with the direction of the President.

g. Receive and process incoming membership payments, donations, and other revenue as

permitted and coordinated with the Treasurer, President, or President-elect.

h. Assist with the reporting of information to the National PTA as requested by the President.

i. Assist Region Directors when requested to follow-up with local units on Standards of Affiliation requirements.

j. Operate and maintain copiers, printers, and other equipment (if applicable).

k. Maintain adequate levels of necessary supplies for events or daily operations (i.e.: copy paper,

folders, labels, etc.).

2. BOARD AND COMMITTEE SERVICING

a. Provide support to board members and committees upon coordination with the President.

b. Assist with organizing and preparing materials for Board meetings, leadership training, and annual conventions.

c. Attend virtual/in person Board meetings as requested by the President.

d. Occasional travel including attendance at annual conventions and, if required, in-person Board meetings.

3. MARKETING, COMMUNICATIONS, PUBLICATIONS

a. Assist with creating email communications, bulk emails, and E-blasts in Gmail, Voter Voice, Givebacks (formerly Memberhub) or other platforms as required.

b. Responsible for sending approved (by President) paper or electronic communications on behalf of the President and committee chairs.

c. Update state website and social media as directed by the President.

d. Assist with printing and distribution of all publications.

e. In collaboration with the President, prepare information for the President's mailings.

4. PERFORM OTHER DUTIES AS ASSIGNED BY THE PRESIDENT

KEY COMPETENCIES/REQUIRED SKILLS AND ABILITIES

● Self-motivated with the ability to work independently with little supervision and in a team

environment. Takes accountability and pride in work.

● Possess strong organizational, planning skills, and is detail oriented.

● Demonstrated ability to prioritize and manage multiple tasks.

● Excellent verbal and written communication skills.

● Outstanding computer skills, including the ability to effectively use Microsoft Office Suite (Word,

Excel, PowerPoint, and Forms) as well as Google Docs, and Sheets. The ability to effectively use Publishers is preferred.

● Must have strong interpersonal skills and demonstrate poise, tact, and diplomacy.

● Appreciation of handling sensitive and confidential information.

● Understanding of non-profit and volunteer organizations.

● Must have reliable transportation.

● Understanding and appreciation for PTA mission and values is essential.

● Must possess basic mathematical skills.

● Must have a positive attitude, flexibility, and reliability.

● Must have problem solving ability.

● Familiarity with social media platforms and how to generate revenue via online platforms.

● Must be adaptable to change and progressive with technology.

EDUCATION AND EXPERIENCE

● An associate degree in business or related discipline or equivalent experience is required.

A bachelor’s degree is an advantage.

● Minimum 2 years’ relevant experience.

● Previous experience working with volunteer leaders in a non-profit setting is an advantage.

● Proficiency in MS Office (Word and Excel), Google Suite, and QuickBooks is required.

● Working knowledge of Publishers and or Canva is an advantage.

● Experience working with databases required, knowledge of Givebacks database (formerly

Memberhub) is an advantage, however training will be provided.

Note: The Statements herein are intended to describe the general nature and level of work being performed by employees and are not to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified. Furthermore, they do not establish a contract for employment

Job Type: Part-time

Pay: $18.00 - $23.00 per hour

Expected hours: No more than 30 per week

Benefits:

• Flexible schedule

Schedule:

• Day shift
• Monday to Friday

Experience:

• Administrative Assistant: 2 years (Preferred)

Ability to Commute:

• Harrisburg, PA 17111 (Preferred)

Ability to Relocate:

• Harrisburg, PA 17111: Relocate before starting work (Required)

Work Location: Hybrid remote in Harrisburg, PA 17111