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Administrative Assistant
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Administrative Assistant

  • By Jenna Kraeger 

FLOWER CITY HABITAT FOR HUMANITY, INC.

JOB DESCRIPTION

TITLE: Administrative Assistant
REPORTS TO: Director of Finance
WORK WEEK: Monday – Friday between 9 am and 5 pm; occasional evening work may be required with schedule flex
PAYROLL STATUS: Non-Exempt, Part time approximately 30 hours per week

OVERVIEW: Flower City Habitat for Humanity is seeking a personable, highly-organized Administrative Assistant to service the needs of our family homeowner partners, volunteers, staff, Board of Directors and auditors while focusing on what is in the best interest of the organization and its goals, mission and values. Flower City Habitat aims to face housing challenges in a holistic way by engaging community members, improving neighborhood conditions and performing house repairs.
Successful Flower City Habitat for Humanity team members share the following characteristics:

  • Believe in a hand up, not a hand out for those underserved working to better their future
  • Possess a “go above and beyond” attitude
  • Thrive on constructive feedback and have a high level of integrity
  • Are creative problem solvers that work across teams

GENERAL JOB DESCRIPTION: The Administrative Assistant for Flower City Habitat for Humanity (FCHH) will perform daily functions such as processing mail, donations and cash receipts, answering phones, greeting and guiding office visitors including our family homeowner partners and vendors. This person will also provide purchase order and accounts payable support which includes input to databases and filing of invoices and purchase orders. The Assistant will also provide administrative support to the CEO, Director of Finance and other members of the Leadership Team and Board of Directors as needed. The Administrative Assistant is an ambassador for the mission of FCHH as they are generally the first person a visitor to the office interacts with and are expected to demonstrate the core values of integrity, respect, teamwork and continuous improvement.

PRIMARY RESPONSIBILITIES:
Administrative Support:

  • Reception desk, receiving and distributing phone calls and messages
  • Open mail, distribute and log and process checks received; prepare bank deposits and logs
  • Monitor and order office supplies
  • Serve as a guide and model for volunteers assigned to the reception desk ensuring that volunteers demonstrate effective customer interface skills and efficiency when receiving and distributing phone calls, messages, mailing, and assisting with accounts payable tasks to maintain current vendor information

Data Entry and Accounts Payable support:

  • Post purchase orders and file
  • Match POs to invoices received
  • File unpaid invoices by vendor
  • Match checks to unpaid invoices
  • File paid AP by vendor

Staff and Board of Directors support:

  • Provide administrative and clerical support for CEO, leadership team, other department heads and office staff as needed
  • Arrange for Board meeting refreshments including set up and clean up
  • Attend all Board meetings, coordinate logistics and pre-read materials, document and prepare minutes and resolutions; flexing schedule to accommodate evening meetings

SECONDARY RESPONSIBILITIES:

  • Assist in special projects (special event days, annual fundraising events etc.) as required
  • Share knowledge and best practices for continual improvement of office operations
  • Execute other duties as directed by supervisor or leadership team

REQUIREMENTS:

  • Associates Degree (Office Technology, Business Management, Accounting or related field) and one year of related experience or equivalent combination of education and experience
  • Proficiency with modern computer systems and data entry
  • Skill in computer applications, preferably Microsoft applications such as Word, Outlook and Excel; QuickBooks a plus
  • Accuracy with attention to detail
  • Ability to manage time and multitask in a high paced environment with frequent interruptions throughout the work day
  • Strong interpersonal skills including effective face to face and phone interaction skills
  • Effective verbal and written communication skills. Should be able to adapt communication style to suit different audiences (homeowners, volunteers, staff, donors and Board)

PHYSICAL REQUIREMENTS:

  • Primarily sedentary (sit, stand, bend to reach into files)
  • Some walking and lifting items of up to 15 pounds
  • Exposure to noise typical of an indoor office setting
  • Ability to use computers, telephones and other office equipment

OTHER DETAILS:

  • Supply resume, cover letter, and two professional and two personal references with contact information
  • Job applications will be accepted until the position has been filled