Administrative Assistant

Administrative Assistant Job Description

• Be at the office from 9:00 am to 5:00 pm, excluding a 45-minute lunch break.
• Greet anyone entering the building and assist with their needs.
• Answering the phone during business hours and other LineOne upkeep.
• Assist the Executive Directors and Department Directors with clerical duties as needed. Communicating timelines based on the current workload.
• Conference Room Calendar schedule online and post the schedule on the Conference room door, including the current week and the following week.
• Distribute mail accordingly.
• Gather information throughout the month to send out Messenger.
• Maintaining mission trip t-shirt orders and quarterly office apparel orders.
• Promo Items and FMC merchandise
• Preparing monthly staff parties (Birthday Party every 1st Friday of each month.
• General clerical duties:
• Maintain the front desk as an inviting space. Keep clean, throw trash, sweep the main entrance and mailing hall daily, along with common areas including conference room, pool office, kitchen, front and back porch as needed.
• Other day to day tasks as needed.
• Typing, photocopying, faxing, filing, and mailing; Including ALL incoming and outgoing mail, bulk mail-outs, shipping (excludes personal) /receiving all UPS and FedEx packages, and dispersing them to the appropriate individuals.
• Receipt(s) Quickbook data entry.
• Payable (Bill) Quickbook data entry.
• Basic (Salesforce) database knowledge for Contact/Donor information.
• Credit Card purchases and receipts are cross-referenced through accounting.
• Vehicle traveling paperwork for out of country, Bill of Sales, Acts of Donation , and new drivers.
• Maintain all Mexican Auto Insurance as needed.
• Type and file quarterly Board Meeting minutes
• Office supply purchases including copies, envelopes, and stamps. Maintain the purchase of these products weekly.
• Log and organize missionary packages (Notify them when packages come in).
• Scan and email missionary mail/prayer cards to the correct missionary weekly; know when to use the Volunteer email.
• Office supply stock management/organization and ordering: research, price, purchase, etc. Recycle used ink and toner cartridges as needed. Maintain orderly supply closets. Order supplies once a month/check inventory
• Maintain Email Groups and contacts for the office.
• Gather and maintain speaker/conference materials, occasionally shipping the materials to the representative.
• Answer the telephone and handle calls in an appropriate manner, including voicemails, forwarding calls, and email upkeep.
• Have basic database knowledge to look up contacts/donor information.
• Have knowledge of word processing and formatting on letterhead for legitimate documents or letters of reference.
• Locking up at 5:00; shut out lights in unoccupied areas; adjust A/C's.

Job Type: Full-time

Pay: From $12.00 per hour

Benefits:

• Paid time off

Ability to Commute:

• Abbeville, LA Preferred)

Ability to Relocate:

• Abbeville, LA 70510: Relocate before starting work (Preferred)

Work Location: In person