Administrative Coordinator

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Looking for your next office job and make an impact every day! Westaff is looking for an Administrative Coordinator for a local non-profit in Helena, MT!

Term: Temporary, 3+ months

Schedule: Full Time

Shift: Monday-Friday, 8am – 5pm; *Some weekends and evenings as available

Pay: $18-$20/hr. DOE

What You Will Do:

Administrative:

Provide support to the United Way team with administrative needs.
Frontline office person: Answer incoming calls, greet visitors. Treat customers in a warm compassionate manner, especially those calling in crisis. Refer callers to another UW staff member or community agency.

This position requires the person to be in the office, at their desk to provide this job duty 9am-5pm, Monday-Friday unless otherwise coordinated with the UW Team.

Manage day-to-day operations of business, including but not limited to office supply inventory, accounts receivable, accounts payable, mailings, general email, and technology maintenance.
Data entry and donor database management.
Keep databases, directories, and annual documents up to date.

Monthly financial spreadsheets completed within the first week of the following month, every month.
End of year financial documentation assistance, first week of July yearly.

Provide support to Executive Director with administrative needs.
Provide support for staff, including but not limited to coordinating meetings, materials, speakers, taking meeting minutes, sending out meeting minutes in a timely fashion, and supporting grant processes.
Printing, mailing, labeling, laminating letters, brochures, signs, etc.

Outreach, Volunteer Coordination and Other Duties:

Provide event, fundraising, community information, and tabling event support as assigned.
Coordinate volunteers throughout the year for special events. Work with staff on projects that need volunteers.
Schedule and supervise all volunteers while in the building.
Input of partner agency applications, spring yearly
Assistance with financial input and output yearly.

Qualifications:

Minimum of 1-year combined experience in general administrative work, human relations, and/or communications.
Associate degree preferred but not required.
Excellent written and verbal communication skills; dedication to providing the highest quality customer service in a professional and timely manner. Understanding and empathy for people in crisis is required.
Strong organizational and project management skills.
Excellent computer skills, including in-depth knowledge of all Microsoft Software. Experience with donor management system is an advantage.
Self-starter with ability to anticipate needs and take initiative.
Strong interpersonal skills; attention to detail; ability to conceptualize and develop strategies.
Must be a team player and be willing to jump in and help with tasks that may not be a part of your normal job description.
Current valid driver’s license.

*Successful applicant(s) will be subject to a background check.

What You Will Gain:

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