Job Description Summary
The Administrative Assistant is responsible for making sure the Heritage Center runs smoothly as an organization. Reporting to the Executive Director, this position provides administrative and organizational support for all staff and the Board of Directors. The core of the job entails institutional finance and bookkeeping activities. In addition, time is spent on mass mailings, scheduling volunteers, and external communications. The position requires confidentiality and periodic weekend work.
Key Responsibilities
· Maintaining office organization, organizational files, and supplies.
· Responsible for payroll, payroll tax payments and other payroll liabilities.
· Bookkeeping, including accounts payable and receivable, working with the Board treasurer, and preparing materials for auditors.
· Maintaining database of mailing lists and overseeing mass mailings.
· Preparing Board materials and maintaining meeting records, working with Board secretary.
· Supporting fund-raising activities through maintenance of database and mailings.
· Oversight of front desk visitor service and gift shop.
· Promoting programs through tasks such as signage and helping to create ads as well as registering attendees.
· Performing similar administrative or related duties as required.
Qualifications:
· Proven ability to be self-directed and organized, to initiate projects, to work independently while within a team, and to stay calm under pressure.
· Prior similar experience for at least two years.
· Proficiency with Microsoft Office and QuickBooks (or similar program required). Preferred additional experience with cloud-based software, such as Donor Perfect and website backends, and virtual meeting platforms, such as Zoom.
· Excellent interpersonal skills to communicate effectively and confidentially with staff, volunteers, visitors, Board members, and donors.
· Strong written and verbal communication skills.
· Interest in history and/or Pennsylvania German culture helpful.
Additional Notes on the Position
- Employment is contingent upon a satisfactory criminal background check.
· Required attendance at evening Board meetings (seven per year) and participation in the staff weekend rotation (generally every sixth weekend). Other occasional evening and weekend programs.
- Moderate physical activity, such as standing and/or walking for a few hours at a time and handling average-weight objects/boxes.
- The Heritage Center is a 501(c)(3) non-profit organization and Equal Opportunity Employer. Employment is open to all, regardless of age, color, disability, gender, gender identity, gender expression, national origin, political affiliation, race, religion, sexual orientation, genetic information, veteran status, or any other basis protected by law.
Pay: $40,000.00 - $44,000.00 per year
Benefits:
- 401(k)
- Health insurance
- Paid time off
Work Location: In person
