Active Openings:
Job Title: Administrative Assistant
Reports To: Operations & External Relations Specialist
FTE: Full-Time (40 hours), Non-exempt
Schedule: Hybrid work schedule (60% office, 40% home)
Job Summary
The Wabanaki REACH Administrative Assistant provides office support to maintain the organization’s daily operations and ensures the smooth functioning. The AA organizes and updates information. Primary functions include managing schedules, organizing meetings, handling communications activities, maintaining records, and ensuring efficient office procedures. This role plays a crucial part in the smooth functioning of Wabanaki REACH, contributing significantly to the team’s overall success and mission fulfillment.
Primary Functions:
Development/Finance
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Fulfills document management assignments, including scanning, copying, uploading, and filing of documents.
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Carries out donor management activities, including maintaining accurate list of donors and contact information. Maintains spreadsheet of donors from weekly deposits (donor name, address, check date, deposit date, check amount, and names of funds from which donations are made, when available (e.g., donor advised funds, etc.).
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Maintains a spreadsheet of Grandmother’s Love project (donors and recipients).
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Assists with financial accountability by verifying accuracy and completing needed mailings, including New Year’s cards, thank you notes, annual tax letters.
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Provides organizational support to PEX system, including ensuring staff upload receipts during the required timeframe, maintains hard copy of PEX receipts for monthly reconciliation, maintain digital copies of PEX receipts for vendor files.
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Assists Administrative Coordinator with developing and/or gathering information for the preparation, review and submission of the annual 990 report.
Internal Communications
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Maintains and updates the REACH directory
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Records, revises, and disseminates minutes of monthly staff meetings and quarterly meetings
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Schedules correspondence, takes notes, and uploads minutes for staff meetings
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Attends supervision, staff, quarterly, committee, and other meetings as needed
External Communications
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Solicits and receives submissions (internal or external) for monthly blog posts
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Assists with production of The Messenger, including researching topics, drafting content, making labels, and mailing each edition.
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Works in collaboration with printers (Print Bangor or other specified locations) on various printing projects, such as The Messenger.
Office Administration
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Works in collaboration with other staff to maintain the general upkeep and organization of the REACH office.
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Works to maintain the effective functioning of the REACH Google Workspace.
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Plays a lead role in monitoring the REACH voicemail system twice daily, including logging messages and relaying messages to the correct recipient. As needed updating outgoing messages.
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Manages routine office tasks including ordering office and program supplies, completing errands (e.g., picking up prints from Bangor or other specified locations, postal needs, etc.).
Human Resources
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Maintains and updates new employee packets.
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Ensures completion of annual Conflict of Interest Forms by REACH board and staff.
Special Projects
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Completes as needed and assigned by supervisor or agency leadership.
Position Requirements:
Job candidates must have:
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High school diploma, GED, or associate’s degree.
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At least 1 year of relevant experience within similar non-profit or tribal agencies.
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Basic computer literacy, including the use of tools in Microsoft Office or other word processing, spreadsheet and presentation software, copying, scanning and uploading documents. Willing and able to learn new computer software and data platforms.
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Ability to work independently or as part of a team and seek guidance for individual or group needs.
Preferences
The ideal candidate will bring:
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Longstanding first-hand knowledge and experience with Wabanaki communities.
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Knowledge and skill with Google Workspace.
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Knowledge of basic bookkeeping.
Working Conditions
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This position is a full-time, hybrid position (home/office) working during generally accepted business hours (M-F, either 8am to 4pm or 9am to 5pm) with occasional work outside the standard workday, such as weekends or evenings.
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Position requires the ability to travel for office errands or events. Candidates must have a valid driver’s license and reliable transportation.
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Must have home internet access.
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Must be able to periodically lift and carry 20+/- lbs.
To apply for this position:
Email your resume and cover letter to [email protected]