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Administrative Assistant

United Way of Southern Kentucky
Bowling Green, KY

Relocation expenses: Not paid

Entry Level
Full time
1 - 2 years of experience
High School Diploma

Published on 10 Jul 2019

Expires on 31 Jul 2019

Administrative Assistant

PURPOSE OF POSITION

To provide reception, secretarial, administrative and data entry support for staff, board, and committees.

KEY RESPONSIBILITY AREAS:

  1. Answer telephone and act as receptionist for organization.
  2. Collect and distribute incoming, interoffice, and outgoing mail.
  3. Serve as cashier for organization.
  4. Prepare daily deposit details for campaign and general ledger posting.
  5. Receive campaign pledge reports from both internal & external sources and prepare pledge reports for data entry including cash reconciliation, batch/envelope preparation, and deposit.
  6. Maintain all mailing lists for organization following established guidelines.
  7. Responsible for data entry of volunteers, address changes, and other information within established guidelines.
  8. Assist with entry of pledges/designations.
  9. Manage DPIL enrollee database (when intern not available).
  10. Record and prepare Board of Directors’ minutes for permanent record.
  11. Package supplies for employee campaigns and maintain inventory of all related campaign supplies.
  12. Prepare miscellaneous correspondence, reports, etc. as requested.
  13. Keep all office equipment properly maintained.
  14. Schedule meetings/secure meeting locations as requested.
  15. Manage reservation lists and manage billings for special events.
  16. Maintain purchase order system and purchase office, housekeeping and other miscellaneous supplies within established budget; ensures all supplies are stocked and available for staff use.
  17. Manage check out system for campaign and marketing support materials (banners, signs, easels, etc.).
  18. Schedule Speakers’ Bureau presentations for employee campaign meetings.
  19. Serve as backup 2-1-1 contact specialist as needed.
  20. Coordinate weekly Friend In Need Column for Daily News.
  21. Complete other projects/tasks as assigned by Management.

WORKING RELATIONSHIPS

  • Reports to Director of Administration
  • Collaborates with all UWSK staff in team environment
  • Works directly with volunteers

KNOWLEDGE, SKILLS AND ABILITIES

  • Minimum two years receptionist/secretarial experience
  • Computer/Office Skills: Strong proficiency in Microsoft Office applications including Word, Excel, and PowerPoint. Ability to quickly master UWSK’s database software.
  • Well-organized and detail oriented and able to work well with people across various socio-economic backgrounds.
  • Must be able to organize multiple and varied assignments in a timely manner with attention to detail and accuracy.
  • Must be able to take initiative, work independently and produce consistently high quality work.
  • Ability to speak and write clearly and concisely for a broad audience.
  • Ability to analyze and exercise sound judgment.
  • Ability to balance a variety of perspectives within a politically sensitive environment.
  • Knowledge of human service system preferable.

Core Competencies Required:

  • Adaptability
  • Customer Relationship Management
  • Communication
  • Results Orientation
  • Problem Solving
  • Self Development
  • Technical Expertise
  • Accountability/Brand Stewardship

Behavioral Expectations:

  1. Represents United Way of Southern Kentucky positively, professionally, courteously and effectively.
  2. Assists or takes on new tasks to help UWSK achieve its mission.
  3. Integrates UWSK’s business strategies by building positive internal and external relationships.
  4. Maintains confidentiality regarding personnel and organizational information.
  5. Adheres to and models the UWSK Code of Ethics at all times.