Colorado Nonprofit Association

Administrative Assistant

· Job Title: Administrative Assistant 

Reports To: Co-Executive Director

Hours: 1.0 FTE with benefits, Non-Exempt

About the Family Resource Center Association (FRCA): Our mission is to strengthen families through partnership and collaboration. We connect our Member Centers to funding opportunities, advocacy, data reporting and evaluation, training, and partnerships and collaborations across Colorado, enabling them to serve more families with the resources they need to thrive. 

Working Relationships

Internal Relationships:FRCA Staff and Board Members

External Relationships: Family Resource Center Directors and Staff, donors, FRCA stakeholders & funders 

General Position Description 

The Administrative Assistant provides general administrative office support to the entire agency for the smooth running of its day-to-day activities. The Administrative Assistant reports directly to the Co-Executive Director. 

Essential Duties and Responsibilities

General Administrative Support

· Provide general office-related administration activities for main office area and onsite storage (maintain inventory, maintain office space, office supply ordering, catering, etc.). 

· Answer and direct incoming phone communication, manage general voicemail and phone directory. 

· Process and deliver incoming mail, including payments and bills.  

· Respond to front doorbell, greeting visitors and processing deliveries.  

· Assist with creating organizational surveys, polls, and forms as needed using Survey Monkey, Doodle Poll, Google Suite and other platforms.  

· Maintain staff celebration calendar and acknowledgements.  

 Communications  

· In coordination with other staff, maintain and update contact lists hosted on shared drive, within the donor database, and the enewsletter platform.  

· Monitor shared email inboxes (Info@, program@, etc.) and forward emails to appropriate staff.  

· Complete minor website updates and maintenance using WordPress. Platform training will be provided if necessary. 

· Collect content from staff to populate enewsletter templates and disseminate. Platform training will be provided if necessary.  

· Collect content from staff to populate social media management platform. Platform training will be provided if necessary.  

 · Other duties as required.  

Finance

 · Complete monthly credit card statement and receipt reconciliation process with support from Finance Manager.  

 · Assist Finance Manager and Co-Executive Directors with finance-related administrative activities (bank deposits, coordinating second signatures for checks, mailing payments, etc.)  

Programs  

· Share virtual training support coverage with Program Coordinator. This includes scheduling pre-training time with trainers, creating Zoom templates, scheduling training, creating and sending calendar invites to registrants. Day-of-training support includes taking attendance and providing tech support during instruction.   

· Coordinating the Member Meeting Planning Team.   

· Virtual: Provide virtual meeting technology support including creating and sending registration links, calendar invitations, managing virtual break-out rooms, polls, and whiteboard links.  

· In-person: Carry-out pre-event logistics like securing meeting locations, planning catering, creating registration form, registration correspondence, and printing material packets. Day-of-event support includes coordinating staff plan for tech set-up, on-site check-in table, on-site set up, and event breakdown, as well as post-meeting data entry and correspondence.    

Development  

· Assist with virtual and in-person fundraising events: pre-event administration (labels, printing, gathering supplies, etc.), day-of-event support, and event breakdown. 

· Complete gift processing, donor recognition and special event support, as outlined in FRCA Development Standard Operating Procedures. Donor database platform training will be provided if necessary.  

Minimum Qualifications

 · Minimum of two years in an administrative role. 

· Proficient with Google Suite, Microsoft Office Suite, or related software. 

· Strong written, oral, and interpersonal communication skills.  

· Customer service experience, such as fielding phone calls and providing support to callers, contacting vendors (phone, email, inquiry forms, etc.), greeting guests, etc.  

· Experience managing shared calendars, including creating meeting invitations with virtual meeting links. 

· Well organized and detail-oriented. 

· Ability to assess and change priorities based upon agency needs.  

Preferred Qualifications

· Experience working in a nonprofit setting. 

· Experience with social media tools, web platforms, and donor database.  

General Tasks and Responsibilities

· Actively participate in FRCA meetings in a positive, problem-solving manner. Maintain professionalism in line with FRCA policies and standards. 

· Maintain a high level of confidentiality as it relates to the agency and all records/documents. 

· Ability to work flexible hours when needed; including occasional planned over-night travel. 

Work Schedule and Compensation 

· This position is for 40 hours per week. 

· This position requires reporting to the office location daily. Flexibility around hours worked each day.   

· Salary Range: $21-23/hour depending on experience (non-exempt/hourly). 

· FRCA core business hours are Monday-Friday 9:00 a.m. – 4:00 p.m. Occasional weekend/evening hours are required, with advanced
notice.