Responsible for assisting the local Director with the regular administration of the office including correspondence, travel, scheduling, maintenance, facilities management, disbursements, file maintenance, office support and special projects. Assist other staff members with projects on an as needed basis.
Foster a culture of philanthropy within MADD. Be a leader for other staff and volunteers to institutionalize philanthropy within the organization.
ESSENTIAL POSITION FUNCTIONS:
- Maintain reception area to insure effective telephone and mail communications both internally and externally. Direct visitors and callers to the appropriate party within the office in a professional and discrete manner. Efficiently administer large volumes of information and incoming calls and ensure calls are redirected accordingly.
- Schedule and organize complex activities such as meetings, special event planning, conferences, recordkeeping, contract processes and departmental activities.
- Analyze office processes and procedures and provide conclusions/recommendations for solutions of administrative problems in order to improve work flow, simplify reporting procedures and/or implement cost reductions.
- Handle confidential and non-routine information. Type and design general correspondence, memos, charts, presentations. Proofread copy for spelling, grammar and layout. Responsible for accuracy and clarity of final copy.
- May maintain all recordkeeping on federal and state grants including filing reimbursement reports, analyzing expenses, and provide/produce reports and statistical information as requested.
- Maintain database of membership, victims and/or donors.
- Order, receive, stock and distribute office supplies and/or equipment purchases under the direction of the State or Affiliate ED.
- Coordinate the pick-up and delivery of express mail services. Ensure all regular mail is received, opened, distributed and sent out on a daily basis.
- Responsible for the facility’s day to day operations (such as recycling, changing light bulbs etc.). Act as a liaison with office supply vendors, office machine vendors, and building management. Schedule repairs and deliveries as required.
- Receive and analyze bills and invoices for discrepancies. Accurately prepare requests for checks subject to management approval. If applicable, process deposits with the bank. Submit appropriate financial paperwork to the National Office, ensuring that the process for submission is efficient and all deadlines are met.
- Work independently and within a team on special nonrecurring and ongoing projects.
- Other duties as assigned.
- High school diploma or equivalent.
- One to five years of previous work experience in an administrative capacity or business environment.
- Strong organizational skills, be detail oriented with the ability to prioritize, manage multiple projects and execute in a high-volume environment.
- Excellent communication skills with the ability to develop and convey thoughts clearly, logically and concisely both orally and in writing, using appropriate grammar and command of the English language.
- Ability to work both independently and with others to resolve issues and maintain composure and professionalism in an environment of changing and/or multiple priorities.
- Must be able to work on a time table, meet deadlines, follow instructions and accept direction on given assignments.
- Strong work ethic with the ability to maintain a high activity level.
- Ability to tolerate stressful situations and maintain a professional demeanor during times of stress.
- Must have exceptional internal and external customer service orientation.
- Must have demonstrated computer skills including Microsoft Excel, Word and Outlook and be familiar with entering data into on-line systems. Should also have basic record keeping and math skills.
- Must have working knowledge of company policies and procedures.
- Ability to maintain social, ethical and organizational standards in job related activities, at work and in the community.
- Ability to maintain workplace confidentiality and take ownership/accountability for own actions and aspects of the job.
- Demonstrated commitment, passion and compassion for the mission of MADD.
Typical Physical and Mental Demands
This position requires working in an office setting and is generally considered sedentary, although this position may require long hours, handling conflicts and making decisions under pressure. This position may require you to: be in a stationary position for extended periods; move or traverse in a space for short periods; occasionally transport items with a maximum weight of 25 pounds (such as boxes); communicate with other individuals; and perceive and exchange information. The noise level is from quiet to moderate. This position requires the ability to operate a computer and other office machines such as fax, calculator and telephone. This position must be able to maintain confidentiality. This position may require a valid State Driver’s License and proof of insurance because the individual may be required to drive to alternate locations away from the office. Critical thinking, active learning, listening, writing, speaking, negotiating, persuasion, judgment and the ability to work under pressure may be mandatory for this position.
This field position is normally funded by a grant for a specific period of time. In the event the grant is discontinued, the position may be eliminated.
Pay: $19.00/hour at 20 hours/week
- Flexible Schedule
- 12 Holidays per calendar year
- Employee Assistance Program
- Retirement 403(b) + 3% employer matching
- **20hrs+ Eligible to accrue vacation and sick time on a prorated basis.
MADD is providing PPE equipment to all employees and safety training. This role will be expected to report in-person MADD’s affiliate location in Boise, Idaho.
How to Apply
Please provide your resume to our hiring team via the APPLY button below.