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Administrative Assistant/AP Specialist

Holland, MI

Relocation expenses: Not paid

Associate
Full time
1 - 2 years of experience
High School Diploma
$31,000 to $40,000 per year

Published on 7 Sep 2020

Expires on 7 Sep 2020

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Administrative Assistant/AP Specialist

ORGANIZATION OVERVIEW

It is the mission of Greater Ottawa County United way to improve lives by mobilizing the caring power of community and advance the common good. United Way is a local partner that drives measurable lasting impact through programs, initiatives and collaboratives. We support, develop and implement a range of impact solutions that improve lives and creates stronger communities.
 

OVERVIEW OF RESPONSIBILITIES

Provides administration, office practices, and general office duties in the areas of Client Relations Management, Administrative Support and Accounts Payable for the Greater Ottawa County United Way and other entities. 

KEY RESPONSIBILITIES/ESSENTIAL FUNCTIONS

To work very closely with the Chief Financial Officer and Finance Director to ensure that office, administrator processes and payable functions are completed on a daily basis including, but not limited to:

A.  Client Relations Management:

  1. Greet caller and/or visitor and treat them in a professional manner.
  2. Answer telephone and take accurate messages when required.
  3. Work with office/building superintendent with any office issues such as heat, water, air conditioning or any other issue affecting office environment.
  4. Provide customer service to donors, vendors, agencies, Board of Directors, volunteers and the public.

B.  Administrative Support:

  1. Work with all other department directors as needed with such duties including but not limited to: mailings, maintaining accurate addresses and records, distribution of materials.Provide support for special events, meetings and projects.
  2. Help plan, coordinate and oversee meetings or events by scheduling rooms, obtaining cost effective quotes for services including food or other items. Providing additional support as needed.
  3. Serve as an assistant to the chairperson of the Board of Directors in United Way duties.
  4. Attend, record, type, distribute and maintain the minutes of the Board of Directors meetings, all in a confidential manner, as overseen by the President.
  5. Purchase office supplies and maintain supply cabinets
  6. Oversee all office equipment such as copier, phones, etc.
  7. Pick up, drop off, opem and distribute mail.
  8. Coordinate Haworth pop can delivery
  9. Maintain lists and send out employee birthday and anniversary cards
  10. post events in the UW and LNA calendars
  11. Maintain additional cleaning practices of highly touched areas during pandemic

C. Finance Support:

  1. Serves as finacne support including, but not limited to preparing deposits, banking, supports annual audit, and finance committee preparations.
  2. Enter all invoices and designation payouts into the general ledger system for multiple entities.
  3. Complete designation payouts on a quarterly basis in the database software for multiple entities.
  4. Match invoices to check stubs and mail out checks.
  5. Enter allocation payments in the general ledger system for various entiies.
  6. Prepare and send out all Standard M and acknowledgement to agency reports.
  7. Complete the charity check verification process for non partner agencies.

EDUCATION/REQUIREMENTS

High school diploma required. Experience in administrative duties, receptionist and customer service is essential.  Good math skill is required.  Experience and knowledge of Microsoft Office Suite is required. Some knowledge of how non-profits work would be useful, but not essential for success.  Excellent communication skills are required, as well as, a demonstrated ability to communicate using verbal or written skills is crucial.  Ability to lift and carry 25-30 lbs is required. Experience working within a team environment, using teamwork to achieve goals is vital. 

WORK ENVIRONMENT

This position is located at the front desk and this is the first person that comes in contact with the public. We have a general office environment on the third floor (stairs and elevator are available). This position requires the ability sit for an extensive period of time and at times requires a large amount of general movement. 

OTHER DUTIES

The scope of this position is quite broad, requiring the Administrative Assistant\Accounts Payable Specialist to establish and maintain good working relationships with anyone who contacts this organization and all internal staff.  

UNITED WAY CORE COMPETENCIES FOR ALL STAFF
●    Mission-Focused: Catalyze others’ commitment to mission to create real social change that leads to better lives and healthier communities.  This drives their performance and professional motivations.
●    Relationship-Oriented: Understands that people come before process and is astute in cultivating and managing relationships toward a common goal.
●    Collaborator: understands the roles and contributions of all sectors of the community and can mobilize resources (financial and human) through meaningful engagement.
●    Results-Driven: Dedicated to shared and measurable goals for the common good; creating, resourcing, scaling, and leveraging strategies and innovations for broad investment and impact.
●    Brand Steward: Steward of the brand and understands his/her role in growing and protecting the reputation and results of the greater network.