Office Administrator for The Family Place


Job Description

The Family Place of Transylvania County is looking for a responsible and organized office administrator to perform a wide variety of tasks. Responsibilities of the office administrator include providing support to our executive director and senior staff, assisting in daily office needs and managing a range of general administrative activities.  This is a 15 hour position with the potential for more hours as we grow.

The Office Administrator position:

Office administrator reports to the Executive Director and assists with board reports, correspondence, data entry, and newsletter preparation as well as other tasks assigned in support of the ED.  This position will serve as The Family Place’s volunteer coordinator and also prepare and post information to relevant social media platforms in a consistent and timely manner. This position will serve as a liaison between the Board of Directors and the Executive Director, attending board meetings and taking detailed minutes.  The ideal candidate should have excellent oral and written communication skills and be able to organize their work using tools, including Microsoft Office programs and standard office equipment. If you have previous experience as annd familiarity within nonprofits, we’d like to meet you.

Ultimately, a successful office administrator  should ensure the efficient and smooth day-to-day operation of our office.

Responsibilities

  • Warmly answer and direct phone calls and visitors
  • Organize and schedule appointments for the Executive Director
  • Schedule meetings and take detailed minutes
  • Write and distribute email, correspondence memos, letters, faxes and forms as applicable 
  • Assist in the preparation of regularly scheduled detailed State of North Carolina mandated reports 
  • Develop and maintain a filing system
  • Update and maintain office policies and procedures
  • Order office supplies and research new deals and suppliers
  • Maintain contact lists
  • Track donations and send thank you notes
  • Submit and reconcile expense reports
  • Some HR functions including staff background checks and researching and scheduling staff training/continuing education opportunities

Requirements

  • Proven experience as an office administrator,or office administrative assistant
  • Knowledge of office management systems and procedures
  • Working knowledge of office equipment, like printers and fax machines
  • Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
  • Ability to work independently and think critically to accomplish tasks while also working collaboratively with a team
  • Excellent time management skills and the ability to prioritize work
  • Attention to detail and problem solving skills
  • Excellent written and verbal communication skills
  • Bilingual strongly preferred
  • Strong organizational skills with the ability to multi-task in a fast paced atmosphere
  • High School degree; additional qualification as an office administrator will be a plus

To apply, please email cover letter and resume to esdfamilyplace@gmail.com