Posted: February 05, 2010

Department: Early Childhood and Family Learning Foundation
Reports To: Office Manager

SUMMARY:
Must be dynamic, energetic, efficient, and organized; perform a variety of moderate to complex administrative tasks for Foundation with little direct supervision. Work can be of a critical and confidential nature. This is an entry-level position with room for growth.

DUTIES AND RESPONSIBILITIES:
• Provide professional telephone and walk-in reception.
• Client registration (taking fees, giving receipts, checking materials)
• Process incoming mail (internal and external); ensuring timely and accurate distribution
• Telephone coverage; screen incoming phone calls and respond as appropriate
• Calendar management; schedule meetings as appropriate, utilizing Outlook
• Manage and organize contact information, i.e. mailing/e-mailing lists
• Conduct inventory of and regularly replenish office equipment and supplies
• Maintain clear and consistent filing systems, both electronic and paper
• Update and maintain accuracy of records
• Coordinate computer system upgrades and repair as needed
• Execute reproduction of training materials and oversee training logistics
• Compile periodic (i.e. weekly, monthly, as needed, etc.) updates, reports, etc.; if compiling information, follow up for timely submission
• Deposit incoming funds to the Foundation
• Conduct bulk mailing and other correspondence-related tasks
• Assist with special events planning and other administrative activities as needed
• Light bookkeeping duty with a commercially available software (Quick Books or similar)
• Expense tracking and expense report preparation as needed
• Assist with travel planning and related arrangements as needed

QUALIFICATIONS:
• Must be fluent in English. Fluency in Spanish desired.
• Extremely detail oriented, precise, organized, and able to work independently and manage / prioritize multiple projects simultaneously.
• Highly organized and willing to adapt to changing needs; flexible
• Possess strong computer skills with Word, Excel, PowerPoint, Outlook scheduling; ability to navigate web and email at a high competency knowledge; ability to format presentations and use applications as needed
• Knowledge of applicable websites utilized for reporting, data gathering, etc.
• Ability to work independently with little to no direct day-to-day supervision
• Ability to interact with individuals at all levels of the organization
• Problem solving skills

EDUCATION/EXPERIENCE:
• Prior involvement in the nonprofit sector and experience working in low-income communities of color and with culturally and/or linguistically diverse populations are highly desirable.