Position Description Job Title: Administrative Assistant Status: Part Time, 20–25 Hours per Week Reports To: Executive Director Schedule: Flexible schedule based on organizational needs; Saturday work is required Overview The Administrative Assistant plays an important role in supporting the Executive Director and management team with the day-to-day administrative, financial recordkeeping, communication, and customer service needs of Mount Joy Gift and Thrift. This position requires an organized, dependable individual who is comfortable working independently, interacting with customers and volunteers, answering phones, maintaining confidential records, and managing multiple priorities. The Administrative Assistant will work regularly with QuickBooks, Time Tracker, Microsoft Office, email, electronic and paper filing systems, and other office technology. Mission As part of the MCC network of not-for-profit thrift shops, Mount Joy Gift and Thrift supports the local and global relief, development, and peace projects of Mennonite Central Committee. Core Values Mount Joy Gift and Thrift is committed to Christian faith in action by offering a friendly, caring presence in the community, volunteering our time and talents, receiving and reselling donated items, informing churches and the community of the MCC mission, and supporting the mission of MCC by generating income. Qualifications Commitment to the mission and values of Mount Joy Gift and Thrift and a passion for serving the community One to three years of QuickBooks experience Experience with or ability to learn Time Tracker and other organizational systems Proficiency with Microsoft Office, email, and general office technology Ability to create and distribute newsletters and other organizational communications Strong organizational, filing, and recordkeeping skills Comfortable scanning, copying, filing, and organizing financial and administrative documents Strong telephone and customer service skills Excellent written and verbal communication skills Ability to handle confidential information appropriately 1 Ability to prioritize tasks and work independently Friendly, positive, professional, and open-minded attitude Ability to work effectively with staff, volunteers, customers, management, and community members Availability to work Saturdays is required Financial and Bookkeeping Support Maintain accurate information and records in QuickBooks Prepare reports and information from QuickBooks as requested Complete end-of-month reporting and assist in ensuring QuickBooks records are accurate Prepare, organize, scan, file, and maintain forms, receipts, reports, and other documentation needed by the bookkeeper/accountant Submit required monthly information and reports to the bookkeeper/accountant Maintain organized financial records and supporting documentation Communicate with the bookkeeper/accountant regarding routine documentation and recordkeeping needs Assist with petty cash documentation and other financial recordkeeping as assigned Time Tracker and Personnel Records Maintain Time Tracker to help ensure accurate staff and volunteer schedules, punches, and hours Record vacation and sick leave hours for staff Assign new staff and volunteers identification numbers in Time Tracker Maintain staff files and confidential personnel documentation Track and advise management when staff performance appraisals are due Maintain accurate and organized personnel records Administrative and Office Support Answer incoming telephone calls in a friendly and professional manner Assist callers with routine questions and direct calls to the appropriate staff member when necessary Provide excellent customer service to customers, donors, volunteers, staff, and other visitors Provide administrative and clerical support to the Executive Director and management team Establish, maintain, and update electronic and paper filing systems Scan, copy, organize, and file forms and documents Manage the office for maximum efficiency and organization Purchase office and store supplies as directed Schedule and organize meetings, conferences, and department activities Open mail and respond to routine requests for information Maintain print and email lists for volunteers, staff, board members, and community stakeholders Communications and Community Engagement Create, prepare, and distribute newsletters for volunteers, supporters, and other stakeholders Assist with email communications, announcements, and informational materials Help maintain accurate email and mailing lists Promote opportunities for volunteering Promote the ongoing need for donations for resale Assist in planning and organizing events that raise awareness of the store and its mission 2 As needed, represent Mount Joy Gift and Thrift at community events and activities General Responsibilities This job description provides a general representation of the responsibilities associated with this position and may not encompass every task. As a team-oriented organization, each employee is expected to assist with additional duties and tasks as requested. Saturday work is a regular and required part of this position.
Pay: From $20.00 per hour
Expected hours: No less than 20.0 per week
Benefits:
- Employee discount
- Flexible schedule
Application Question(s):
- Please share your knowledge of MCC
Work Location: In person
