PURPOSE OF THE POSITION: Perform a wide range of administrative and office support activities for the Director and staff to facilitate the efficient operation of the organization.
ORGANIZATIONAL RELATIONSHIPS: Reports to the Executive Director
OTHER RELATIONSHIPS: BHWP staff, volunteers, Board of Directors
FINANCIAL RESPONSIBILITY: As delineated below
ESSENTIAL FUNCTIONS:
Assistant to the Director duties:
Provide support in business involving the BHWP and Pennsylvania Historical & Museum Commission
Provide support and documentation for special projects as assigned
Provide support to the Director in membership and fundraising objectives.
Provide support to the Director at special events.
Other Administrative Duties:
Oversee service contracts for office equipment and see to their general maintenance, supplies and repair, including:
o Phone
o Copier
o Miscellaneous office equipment
o Miscellaneous building and grounds
Maintain general office supplies and postage for daily mailings and special events.
Provide for document updates, file maintenance, archiving documents, and miscellaneous routine office administrative functions.
Maintain catch-all email
Make routine trips to the Post Office, bank, office supply store, and other vendors
Distribute incoming mail
Office Manager Duties:
Financial duties:
Make deposits for various donations and memberships
Transfer monies between funds, accounts and institutions as directed.
Reconcile invoices and approve invoices for payment.
Assist Treasurer, Assistant Treasurer, and Bookkeeper.
Provide salary information to Paychex payroll service and keep in-house timesheets.
Prepare vendor year end 1099’s jointly with bookkeeper.
Human Resource duties:
Review the Preserve’s general insurance and the employee health insurance policies and be the contact person for any business involved with the contracts
Keep record of staff hours, comp time, holidays, etc.
Provide staff support for Human Resources issues-compensation, medical insurance, procedures.
Insure compliance with local, state, and federal employment laws by filing required paperwork.
JOB DIMENSIONS:
ASSIGNMENT AND APPROVAL OF WORK: By Executive Director
REPORT PREPARATION: Assist Director and staff as needed on a regular basis.
JOB REQUIREMENTS:
EDUCATION: Business degree or comparable related experience.
EXPERIENCE: Minimum of 3 to 5 years experience in a professional level administrative assistance position. Must be able to interact comfortably with staff and volunteers. Computer literacy is required. Must possess excellent written and oral communication skills and be highly organized. Strong customer service skills are essential.
