Management Team Assistant

JOB DESCRIPTION

JOB SUMMARY:

The Management Team Assistant will provide general administrative support to the Shelter’s management team, maintaining and updating spreadsheets and other documentation, wrestling data out of multiple databases, producing statistics regarding the Shelter’s services and performance, managing human resource files and answering staff HR questions. S/he will be responsible for entering donor and gift information, and sending timely thank you and tax acknowledgments for all donations. S/he will also assist with updating information on the website.

Supervisor: Administrative & Finance Specialist

Reports to: Administrative & Finance Specialist and Management Team (Executive Director, Director of Development & Communications, Shelter Manager & Animal Operations Manager)

QUALIFICATIONS:

Prefer a minimum of a Bachelor’s degree and experience in an office environment with computer duties, preferably in the non-profit sector.

Have a demonstrated commitment to animals and the community, and at least a basic understanding of non-profit organizations.

Strong administrative and computer skills, be highly organized, motivated and remain flexible under pressure. Attention to detail and ability to organize and set priorities a must.

Strong understanding of standard HR processes, procedures and confidentiality as well as develop a strong understanding of the Shelter’s policies and procedures. Ability to handle and resolve challenging situations.

Ability to organize and manage diverse duties, set realistic deadlines, manage a timeline and triage tasks under pressure.

Must have an extraordinary love of data, think spreadsheets are fun, and demonstrate a high level of competence in Excel and ability to quickly learn new programs.

Should exhibit a positive attitude, common sense, flexibility, and teamwork with ability to exercise independent judgment.

Office Duties

· Assist with general office administration from ordering supplies to coordinating service technicians and others, as needed

· Pick up, sort, and distribute mail several times weekly

· Pick up/deliver documents to/from Shelter, Barkin’ and Development offices on a regular basis

· Update monthly impound, animal tracking, length of stay, and other data

· Convert program & service, development, and finance data into meaningful statistics, charts, and other communication tools for other staff and the board of directors on monthly and quarterly bases

· Coordinate and manage occasional administrative volunteers, delegating tasks from managers and ensuring accuracy of volunteer work

· Assist Marketing Coordinator with uploading animal photos and bios to the website and Facebook, update tribute gift listings on the website, and other social media tasks

Donor Responsibilities

· Enter all donations, adoptions, volunteers and other information in donor database

· Send timely acknowledgement letters for all gifts within 1 week of receipt.

· Hand write notes for donations made in honor or memory, or for other gifts as appropriate

· Perform database maintenance and clean-up as needed, including wrong addresses, duplicate entries, etc.

· Assist Stewardship and Marketing Coordinators with mailing list preparation

· Coordinate birthday cards to selected donors, volunteers, and others

· Check obituaries, update database, as needed, and send condolence cards

· Enter summer benefit transactions including ticket and raffle sales, cash and in-kind donations, sponsorships, and auction purchases

· Update donor database with “happy tails” from adopters and other social media interactions

Human Resources

· Act as the organization’s coordinator of human resources to assure proper paperwork, documentation and procedures are generated and maintained in accordance with Idaho State Law and national guidelines

· Maintain all employee personnel files and insurance files

· Act as “go to” person for staff questions regarding benefits

· Assist Finance Specialist and Managers with monitoring staff benefits for deadlines, updates, and discrepancies

· Handle all Worker’s Compensation claims/reports and related medical issues in conjunction with Shelter management

· Remain current on local, state and federal labor and tax laws to assure the organization is operating within said guidelines

· Other duties as assigned by supervisor

HOURS, SALARY & BENEFITS:

Hours: Full-time, 40 hours per week, M-F schedule with flexibility required for occasional evenings/weekends for special events

Wage Range: $14-20/hour, depending on experience, proficiency/efficiency in job tasks, and ability to work cooperatively while fostering the mission of the organization.

Benefits: Health, sick and personal time off, holidays, retirement, and other benefits as outlined for full-time employees in the Employee Handbook.