Administrative Assistant

The Seton Center in Emmitsburg Maryland is seeking part-time Administrative Assistant

Position Summary: Provides administrative support to Executive Director, Director of Operations, and staff. In addition, works on special projects.

Duties and Responsibilities:

• Provides administrative support to the Executive Director, Director of Operations, and staff or designee including paperwork, files, donor letters and all financial data.
• Provides administrative support to the Seton Center Board of Directors as requested by the Executive Director or the Board Chair.
• Assists Volunteer Manager with annual Volunteer Recognition Dinner.
• Provides host services and coordinates all special events with the team of Seton Center staff.
• Tracks all gift cards (6 logs) on a log sheet that is reconciled monthly (Helping Hands, Staying Ahead, Getting Ahead, Special Projects, CCMF, Dental). Maintains accurate records electronically and in hard copy of all receipts.
• Maintains electronic and hard copy records and files as directed.
• Maintains a general monthly calendar listing events and meetings.
• Prepares a weekly schedule to guide volunteer office receptionists.
• Oversees day to day office operations and office equipment supplies and repairs.
• Orders office supplies and other requested materials.
• Checks general Voicemail and email daily (setoncenterinc@doc.org).
• Acts as central point of communication for staff during business hours.
• Participates in staff meetings and in-service trainings; prepares agenda and records minutes for staff meetings.
• Participates with Outreach staff in developing projects to benefit the community, such as donor development projects and other projects.
• Tracks, schedules and coordinates room use on a master list.
• Processes credit card reconciliations monthly
• Processes check requests and acts as liaison with finance staff for day-to-day operations.
• Processes the monthly bills for payment.
• Prepares, tracks, and reconciles Outreach deposits of cash, checks and gift cards.
• Prepares petty cash receipts and replenishes petty cash as needed and reconciles credit card statements.
• Maintains payment records for grant reports and other projects as directed.
• Prepares quarterly statistics reports as directed.
• Maintains confidential nature of information obtained through Seton Center; exercises discretion in handling confidential and privileged information.
• Conducts work within the spirit of the Vincentian Charism
• Prepares various documents in Word, Excel or Publisher upon request of the Executive Director
• Other duties as assigned

Qualifications

• High School Diploma/GED (Associates Degree preferred)
• Computer skills (Microsoft Office, Outlook, Donor Snap, Service Point) MUST be able to conduct a mail merge
• Basic bookkeeping skills
• Ability to collaborate well with others
• Ability to maintain confidentiality and uphold clear boundaries

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