Administrative Assistant Position Open

Lopez Community Land Trust is seeking an Administrative Assistant. Our current beloved Administrative Assistant is training to become a firefighter/paramedic and needs to leave her position with us. The job description is below. The application and resume is due no later than Tuesday, January 2nd, 5 p.m., and the proposed start date is February 5th, 2018. The position will remain open until filled. Send all inquiries to lclt@rockisland.com.

PURPOSE

Maintain administrative records and office management. Helps to organize and maintain paperwork of the LCLT, and maintains knowledge of overall LCLT operations. Works with Executive Director and other staff as part of a team.

RESPONSIBILITIES

EXECUTIVE

  • Provide support to the Committees as needed.

ADMINISTRATION

  • Attend regular staff meetings.
  • Prepare reports, letters, correspondence for LCLT in priority deemed necessary by the ED.
  • Maintain basic human resource duties – disseminate/collect info to/from new hires.
  • Update and maintain records and filing system, including email and computer files.
  • Assist with office administration as needed.
  • Assist executive director with development and monitoring of annual operating budget.
  • Update office procedures manual for the day-to-day office operations.
  • Assist in developing operating systems for effective administration.
  • Prepare payroll with accountant.
  • Assist with paying bills, A/P, A/R and invoicing.
  • On an as-needed basis, file forms with IRS (941, L&I, 1099’s, quarterly reports).
  • Collect water meter readings and monitor rainwater tank level, prepare water invoices and test water daily.

FUNDRAISING ADMINISTRATION

  • Collaborate with staff to maintain membership and overall mailing lists up-to-date and available for fund development and outreach (DonorSnap).
  • Provide support for outreach/fundraising including membership renewal letters & thank yous for donations.
  • Research public, private and individual funding opportunities, and cultivate new donors.

 OUTREACH ADMINISTRATION

  • Coordinate publications production, as needed.
  • Track LCLT product inventory (t-shirts, tote bags, cookbooks).
  • Update the web pages, as needed.
  • Keep database system current.
  • Develop and produce marketing materials in collaboration with other staff and committee members.

INTERN COORDINATION (split between AD and AA, project-related)

  • Revise and update intern job descriptions, contracts, and agreements, as needed.
  • Orientation and training for new interns, as needed.

OTHER

  • Duties as assigned by the Executive Director in keeping with the annual work plan.

EVALUATION CRITERIA

  • Attendance at staff meetings.
  • Accurate filing system and up–to–date records.
  • Reports, etc. prepared in reasonable time period as requested.
  • Forms completed and filed as required.

QUALIFICATIONS

  • Macintosh literacy.
  • Experience and training in bookkeeping for non–profits and/or retail business.
  • Ability to work with others (team player).
  • Good communication skills (oral & written).
  • Computer skills: word processing, page layout, database, spreadsheet, and email.
  • Software knowledge desired: MS Word and Excel, Quickbooks, and databases.
  • Ability to research and procure appropriate office materials.
  • Ability to present yourself to the public (receptionist skill and demeanor).

SUPERVISED BY:   

LCLT Executive Director

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