Administrative Assistant – 501 Commons – Seattle, WA

About Us: 501 Commons’ mission is to boost the capacity of nonprofit organizations to thrive over the long term and effectively serve the community. Our programs and services support organizations so they have what they need to make a world of difference.

Summary: The primary function of the Administrative Assistant is to provide administrative and operations support for the various programs and activities of 501 Commons. This position serves as a communication hub for team members and external audiences alike. A successful candidate must have the ability to manage and execute a high volume of tasks with precision in a fast-paced environment. This position provides ample learning opportunities, and is ideal for a candidate who has a desire to grow professionally within the nonprofit world.
Responsibilities:

General Administration

Provide support services to clients, volunteers, board members, and team members. Specific duties include:

Representing 501 Commons in its business relationships with vendors and clients
Answering telephones, opening mail, and greeting visitors
Preparing for and assisting with the successful execution of events and meetings, specifically supporting monthly team meetings, board meetings, and committee meetings
Providing administrative and project management support to the Director of Administration, Director of Consulting, and Executive Director
Supporting the Board of Directors as needed with materials and meeting coordination
Performing general clerical duties such as photocopying, filing, faxing, mail, and data entry in support of program activities
Tracking and updating client lists and contacts
Assisting in management of 501 Commons’ website
Managing shared calendars for resources and schedule meetings
Maintaining organization’s paper and electronic filing systems.
Overseeing office equipment, purchases, supply inventory, and maintenance requests

Operations

Working with the Director of Administration, troubleshoot equipment and facilities-related problems to ensure smooth day-to-day operations. Specific duties include:

Troubleshooting problems with the office network and related devices: printers, phones, computers, programs, and more; referring for technical support where appropriate
Supporting staff through optimizing integration of Salesforce, SurveyMonkey, VerticalResponse, Groupsite, SharePoint, Eventbrite, Basecamp, and other commonly used programs/tools
Maintaining Salesforce database records to ensure processes are being followed and records are updated
Working with the Director of Administration, maintain internal operations and contribute to the development of the organization’s emergency plan

Bookkeeping Support

Working with the bookkeeper to ensure current client billing records and support invoicing process. Specific duties include:

Gathering monthly program reports and readying for invoicing
Creating program project summaries to attach to invoices
Sending out invoices
Recording incoming payments and depositing remotely
Following up with receivables report to collect past due payments
Process payment transactions as needed

Program Support

Working with program managers to ensure that client information is up to date and projects flow smoothly. Specific duties include:

Compiling evaluation data
Sending contract agreements through EchoSign
Assisting program managers and/or volunteers in scheduling meetings
Follow up with program managers to support organizational processes and thorough documentation

QUALIFICATIONS:

Education and/or Experience

At least three years of administrative experience, preferably including work in a nonprofit organization.
Bachelor’s degree or an additional work-related experience in a similar role.
Excellent ability in composition and layout of documents.
Highly dependable with a history of achievement in personal endeavors as well as in the workplace.

Technical & Communication Skills

High level of proficiency with technology systems, including Microsoft Office. Preferred experience with Salesforce, Quickbooks, and other designated technological tools.
Willing to learn new programs and new aspects of technology.

Able to communicate effectively verbally and in writing with highly diverse audience (volunteers, clients, staff, and other stakeholders).
Enjoys working with the community and serving as the initial point of contact for incoming communications.

Project Management Skills

Has a demonstrated experience in managing projects under minimal supervision: Create a timeline, break down a complex goals into operational milestones.
Collect data, define and manage timelines in a dynamic environment.
Develop plans, define processes and procedures.
Coordinate staff and volunteers to achieve an intended outcome.

Salary and benefits

This is a non-exempt, full time (40 hours a week) position. We offer competitive compensation and benefits, DOE.
Inclusiveness Statement

501 Commons is an equal-opportunity employer and seeks to recruit persons of diverse backgrounds and to support the retention and advancement of diverse persons within the organization. We believe that a having a board, staff, and volunteer corps with diverse personal and professional backgrounds enhances our ability to meet our mission.

501 Commons is committed to providing an inclusive workplace that includes people of diverse backgrounds and fully utilizes their talents to achieve its mission. We are committed to fostering and supporting a workplace culture inclusive of people regardless of their race, ethnicity, national origin, gender, sexual orientation, socio-economic status, marital status, age, physical abilities, political affiliation, religious beliefs or any other non-merit fact, so that all employees feel included, equal valued and supported.

How to apply

Send cover letter and resume to jobs@501commons.org with Administrative Assistant in the subject line.

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