Office Administrator Jobs

SUMMARY: The Office Administrator under the direction of the Territory Administrator is responsible for support of all general office administrative functions for the Territory office.

They will be responsible for recording and the acknowledgment of The ALS Association's constituents’ data and donations, this role will be responsible for scanning/sending checks, creating deposit information and reconciling with accounting. This position will play a key role in maintaining The ALS Association’s system integrity and donor communication and satisfaction through timely donor acknowledgment, donors being the organization’s primary revenue source. This person will also be responsible for submitting all invoices for payment to the Home Office and maintaining vendor relationships.

Other duties include external constituent services through coverage of the Territory's main office phone line and email inbox, serving as a contact and support person for office guests, ordering office and breakroom supplies, scheduling, and meeting coordination for the territory office. Ordering and receiving catering and food deliveries and providing general meeting logistics support for the office. Serves as point of contact for copier and other office equipment.

DUTIES AND RESPONSIBILITIES: Core duties and responsibilities include the following. Other duties may be assigned.

Financial, Gift Processing and Data Operations

• Manage employee giving campaigns and company matches, as well as indirect gifts through third party giving platforms
• Ensure that all mail, checks, and cash are processed. All batches should be totaled, verified, and signed off.
• In collaboration with Development Team, process donations following special events and oversee volunteers assisting with data entry.
• As workflow and time allows, perform prospect research by mining database and other information sources to identify potential donors.
• Practices high degree of attention to detail and accuracy in all applications of GAAP and role functions.
• Oversee the production of timely acknowledgments to donors with a target of acknowledgment within 1 week of receipt of donation.
• Review and edit gift records periodically for discrepancies.
• Maintain security of donations and checks. Maintain the system of retention, rotation, and secure destruction of donation checks after the prescribed time of retention as defined by the policy.
• Update biographical information in constituent records with the goal of having as complete and accurate constituent records as possible.
• Responsible for Accounts Payable process of submitting all invoices for payment to the Home Office Finance Department and maintaining vendor relationships.
• Oversee the accurate entry and timely processing of donation data into Salesforce.

Administrative

• Assist the Territory Administrator with administrative and operational functions to manage the territory office.
• Provides support and on-the- ground logistics of key events and meetings that take place in the territory office and off-site.
• Upholds high level of confidentiality
• Provides technical support for meetings in the territory office as well for virtual meetings.
• Manages, plans, and schedules meetings and teleconferences including but not limited to printing materials, running errands, organizing supplies, and overseeing the order and delivery of meals and catering requests.
• Support of the Development team across the territory as needed to support fundraising events.
• Other duties as assigned by the Territory Administrator.
• Provides excellent constituent services by supporting coverage of the Association’s main phone line, email inbox and acting as a contact for office guests.
• Distributes and sends out mail and packages, follow up on deliveries and acts as the liaison with vendors.
• Responsible for maintaining the professional image of the office and keeps storage areas, meeting spaces, common areas, phone rooms and the breakroom organized and neat in appearance.
• Convey an image that reflects favorably on The ALS Association.
• Monitors office equipment and breakroom inventory of supplies; maintaining the appropriate stock.

SUPERVISORY RESPONSIBILITIES:

• This job has no supervisory responsibilities.

QUALIFICATIONS:

• Database Management
• Knowledge of General Accepted Accounting Principles
• Classy and Salesforce fundraising software knowledge preferred.
• Relevant experience in a not-for-profit organization is highly desirable.
• Education and/or background in accounting or business-related experience totaling 3 years
• Microsoft Office; Project Management Software and Video Conferencing Software.

COMPETENCIES:

• Service Orientation & Commitment to ALSA
• Able to work under pressure, pay attention to detail, handle multiple tasks simultaneously, and recommend best practices.
• Behavioral Flexibility
• Results and Quality Orientation
• Teamwork & Cooperation
• Excellent organizational, interpersonal, and communications (written and verbal).

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

• Occasionally/Frequently/Continually required to talk or hear
• Occasionally/Frequently/Continually required to sit
• Occasionally/Frequently/Continually required to stand
• Occasionally/Frequently/Continually required to utilize hand and finger dexterity
• Occasionally/Frequently/Continually required to walk

The ALS Association's pay range for this position is $19.57 - $23.69 per hour.

The ALS Association has compensation ranges for various work locations throughout the United States, allowing us to compensate employees competitively and consistently in diverse geographic markets. The above-listed listed range shows prospective compensation for this role; the appropriate range will be established by what is eventually determined to be the candidate's primary work location. Various factors, including the complexity and significance of the role, job duties/requirements, relevant experience and abilities, and primary work location, determine individual compensation. Compensation ranges are evaluated and typically adjusted on a regular basis. Offers are made within the compensation range that is in effect at the time of the job offer.

The Association may, at its discretion, offer merit-based increases tied to individual performance. The benefits listed may differ depending on employment status with the Association. Healthcare benefits, a 401(k) plan with employer match, short-term and long-term disability coverage, basic life insurance, well-being benefits, paid time off and several paid holidays are available to Association employees, among other benefits.

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.

The ALS Association endeavors to make www.als.org accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please email [email protected]. This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.

Where permitted, employment is contingent upon proof of completion of the COVID-19 vaccination series (and booster(s), if eligible) by the employment start date, subject to potential exemptions to be considered on a case-by-case basis.

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