St. Petersburg, FL
Salary: $14.00 to $16.00 /hour
The Administrative Assistant is responsible for providing administrative support to the administrative team as well as to GLS’s Board of Directors and will report to the Compliance and Information Services Manager.
1. Ensure administrative office operates effectively and efficiently and is well organized. 2. Support the administrative team in all day-to-day activities including routine and advanced administrative tasks. 3. Schedule, coordinate and support meetings and other events. 4. Create and maintain data using a variety of tools, including spreadsheets and database management systems. 5. Organize and maintain electronic and paper files. 6. Scan and upload payroll documents and travel reimbursement requests. 7. Support the Board of Directors and its committees, including maintaining board documentation and minutes of meetings, preparing agendas, and preparing and distributing board packets. 8. Type and design general correspondences, memos, charts, tables, graphs, agendas, minutes. Proofread copy for spelling, grammar, and layout, making appropriate changes. 9. Work on complex assignments where independent action and a high degree of initiative are required. 10. Process donations (including acknowledgements and other donor correspondence) and other accounts receivable, interfacing with the development and finance departments. 11. Assist the Grants & Resource Development Specialist in fundraising and donor cultivation events as necessary. 12. Maintain organizational documents including ownership of corporate documents: bylaws, conflict of interest, training policies, organizational chart, and organizational documents (Secretary of State filings, 501(c)3 filings/updates, etc.) and corporate filings other than tax returns, etc. 13. Maintain inventory of and order supplies and office equipment. 14. Process purchases, expense reports and invoices. 15. Assist HR and Fiscal Specialist with accounts payable and processing of staff reimbursement requests. 16. Address building maintenance issues, such as contacting and following up with landlords, vendors, and repair technicians to address acute and long-term issues. 17. Arrange file purges/shredding, coordinate internal office moves, and arrange office meetings, including Board meetings. 18. Serve as liaison to facilities’ management companies/leaseholders. 19. Assist the Compliance and Information Services Manager in compliance reviews. 20. Participates as needed in special department projects. 21. Perform other duties assigned. BASIC STANDARDS OF PERFORMANCE:1. Satisfactory attendance and punctuality. 2. Compliance with all Gulfcoast Legal Services policies and procedures. 3. Familiarity with and adherence to the organization’s mission. 4. Satisfactory completion of primary and secondary duties and responsibilities of the position as required by management and supervision. SPECIAL KNOWLEDGE AND SKILLS: 1. Knowledge of basic office procedures, including data entry and use of Allworx phone system. 2. Strong communication skills, both oral and written required. 3. Ability to deal professionally, courteously and efficiently with people. 4. Ability to define problems, collect data, establish facts, and draw valid conclusions; exhibit independent judgment in the implementation of plans, procedures and policies 5. Knowledge of the principles and techniques of grant administration and billing, contract administration and negotiations, community organization, fiscal and organizational management, principles and practices of marketing and public relations. 6. Ability to plan, direct and coordinate activities; negotiate and administer contracts; work with commercial vendors, government agencies, community groups and other organizations as necessary; communicate effectively in both written and oral forms; etc. 7. Ability to work independently. EDUCATION/EXPERIENCE REQUIREMENTS: 1. Minimum of a high school diploma or equivalent 2. Two years’ experience in a position with similar responsibilities preferred. 3. Demonstrated ability to communicate effectively in both written and oral form. 4. Working knowledge of mail processes such as postage machine, Federal Express and UPS. 5. Proficiency in Microsoft Word, Excel and PowerPoint. PHYSICAL DEMANDS: 1. Ability to work on various projects with different priorities. 2. Ability to work overtime when required. 3. Ability to lift and/or carry office supplies, equipment, files, etc. up to 25 lbs. when required.
Gulfcoast Legal Services is an equal opportunity employer. We offer competitive wages, paid time off, and a generous benefits package. Starting salary: $14.00 to $16.00 /hour depending upon experience.
To apply, please send a resume and cover letter to firstname.lastname@example.org. You can also review our volunteer page for other opportunities.