The Administrative Assistant's primary responsibility is to assist the National Chapter in achieving the Association's objectives as set forth in the Mission Statement and the Strategic Plan. The Administrative Assistant provides key administrative and office support for the for the Birmingham office. The position reports to Executive Director and is a Part Time (20hrs per week), position.
Essential Job Functions
Receive and process all deposits made by Birmingham office, enter data into Team Approach or Convio for all events, general donations, memorials, grants, workplace giving etc.
Perform queries of the database to create mailing lists, reports or other items as required.
Manage the background checks for all volunteers and facilitators according to National policy.
Reconciliation of deposits to ensure correct revenue balances.
Prepare invoices for payment and forwarding to National Accounting department for further processing of payment. Completion of all Recurring Payment Requests for rents, copiers, maintenance etc.
Facilitate purchasing of equipment, permits, licenses or office supplies for Birmingham office.
Prepare and submit monthly credit card reconciliation reports for Birmingham office.
Provide assistance in making travel arrangements, schedule conference calls and meetings.
Work with internal and external vendors for technical, communication, and equipment support and vendor negotiation.
Maintenance of central files, databases and documentation required as necessary.
Oversee compliance documentation with policies, procedures, and regulations.
Coordinate national reporting of CSQEI and Laser Metrics and media impressions and manage complete and accurate records and files of all education programs.
Assists with communication and public relations.
Assists with preparation for meetings and Chapter events.
Other duties as assigned.
High school diploma required. Two years post secondary education in a related field preferred.
Two years of experience as an administrative assistant, secretary, office manager or similar position.
Proficiency with Microsoft Office, including Word, Excel and Powerpoint.
Proficiency with email, calendar and contacts.
Proficiency with a constituent database management program. Accurate data entry skills.
Accurate proofreading skills.
Must be able to communicate effectively with people of diverse backgrounds and ages.
Excellent telephone and in person customer service skills.
Strong organizational skills and attention to detail.
Commitment to the mission of the Alzheimer's Association.