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Administrative Assistant

NH Children's Trust

New Hampshire Children’s Trust is the Governor-designated statewide child abuse prevention agency, the New Hampshire Chapter of Prevent Child Abuse America, and a member of the National Alliance of Children’s Trust and Prevention Funds. NHCT is an advocacy and training hub for improving access to high quality family strengthening and support services. In that role, NHCT is serving as a backbone organization for NH’s Family Resource Centers and other family serving agencies and initiatives.


Overview

Provide high quality reception, secretarial, and logistical and clerical support to management and administrative staff as assigned.  Responsibilities include maintaining a neat; welcoming reception area; providing professional communication with stakeholders in person; via email and on the phone; preparing and submitting payroll, preparing accounts payable for processing; overseeing the renewal of employee benefit plans and the organization’s insurance policies, word processing and data entry in Excel spreadsheets and other database software; filing; copying; collating; mailing and other administrative support duties.

Requirements:
  • Bachelor’s degree with 2+ years of office experience (or Associate’s degree and 4+ years professional office work).
  • Demonstrated high level knowledge of Microsoft Office, including Word, Excel, Outlook and PowerPoint and a willingness and aptitude to learn other technology, including password protection and project management software.
  • Experience troubleshooting computer networks and using and maintaining office equipment.
  • Experience providing customer service in-person, via email and on phone using a multi-line system.
  • Excellent judgment, communication (verbal and written) and listening skills.
  • Able to articulate the agency mission, vision, values, program goals and objectives to the community.
  • Excellent interpersonal skills, self-motivated, well organized, punctual, and flexible.
  • Conscientious, organized and very detail-oriented.
  • Ability to work collaboratively and independently while managing multiple tasks and projects, as well as assess and change priorities based upon evolving agency needs.
  • Prior experience applying basic math skills in a work environment including, addition, subtraction, multiplication, division, fractions, and percentages.
  • Responsiveness to other staff’s needs to cultivate a positive, collaborative work environment.
  • Capable of handling confidential information.
  • Professional, calm demeanor even when dealing with deadlines.
  • Team player who can serve as a unifying, calming force in a hectic work environment.
  • Sense of humor.
  • Prior nonprofit experience preferred, but not required.
  • Requires reliable transportation and proof of auto insurance.
Responsibilities:

Administrative

  • Represent the agency in a professional manner. 
  • Adhere to agency policies and procedures.
  • Greet visitors and those calling the office by phone in a professional and helpful manner.
  • Answer all incoming calls.  Screen and direct callers to appropriate personnel.  Take detailed messages, when needed, and direct them to appropriate staff.  Update voicemail messages and extensions to accommodate staffing changes.
  • Act as the hub for staff communication and schedules.
  • Support Executive Director with organizational level activities such as board and staff meeting prep, scheduling, creating and filing agendas and meeting minutes.
  • Support management with renewal of annual insurance plans.
  • Prepare room, equipment, refreshments and materials for board and committee meetings.  Attend Board and other meetings as assigned.
  • Order refreshments for Board Meetings, Program Events, Staff luncheons…
  • Maintain office equipment.  Assist with researching technology and equipment upgrades. Serve as liaison with IT consultant.  Assist staff with resolving technology issues.
  • Maintain office supplies inventory and create system for notification and ordering.
  • Facility Maintenance – Keep Conference Room and Common Space organized, neat and clean.  Contact building maintenance staff for problems with heat, utilities and keys.
  • Use phone and email to correspond and problem solve with vendors.
  • Maintain contract files
  • Mail – Mail letters and packages daily or as needed.  Coordinate large mailings.  Retrieve mail then sort and log checks.

Human Resources

  • Assist with HR – prepare, distribute, track and collect new hire and volunteer packets; filing, new hire/volunteer checklists, assist Director of Finance & Administration with benefits administration
  • Process criminal release applications and other forms.
  • Eligible to apply to become and serve as a Notary of the Public.
  • Maintain relationship with NH friends RSVP program, schedule volunteers to help with large mailings or packets.
  • Collect and track volunteer hours.

Fiscal  

  • Collect and review timesheets for accuracy and proper signatures. Submit online payroll and prepare Excel payroll spreadsheet for importing to accounting software.
  • Assist fiscal staff with annual audit preparation by pulling documents from files, copying, scanning, proofing for signatures & other authorizations.
  • Prepare accounts payable invoices for payment, obtain payment authorizations, account for and reconcile credit card receipts, mail checks, file receipts, resolve billing issues as assigned.
  • Prepare deposit slips and bring deposits to bank.
  • Enter and track staff earned time in Excel spreadsheet.
  • Make on-line purchases, register staff for conferences including hotel and airfare.
  • Oversee shredding of confidential documents.
  • Track in-kind donations in Excel.
  • Petty Cash – maintain, reconcile and cash petty cash check.

Programmatic & Fundraising Assistance

  • Assist staff to coordinate or organize agency and project specific events such as conferences, trainings and fundraising efforts as needed.
  • Type, file, copy, mail, and assist staff with data entry or forms as needed.
  • Print and cut administration, fundraising and programming materials including brochures, flyers, posters, booklets, business cards, letters, bookmarks, postcards, etc.
  • Serve as administrative, logistical and clerical back up to Program Assistant.
How to Apply:

Interested candidates should submit a cover letter and resume to info@nhchildrenstrust.org. The cover letter and resume should contain detailed information concerning work experience, past successes, qualifications, and salary requirement. Please be prepared to provide contact information for professional references upon request. Applications will be reviewed as they are received.

 

Equal Employment Opportunity

New Hampshire Children’s Trust recognizes the value of qualified, competent, and committed employees in order to meet the organization’s goals and objectives. It is New Hampshire Children’s Trust’s policy to provide equal employment opportunities to all qualified employees and applicants for employment and not to discriminate on any basis prohibited by law, including age, race, color, national origin, sex, religion, physical or mental disability, veteran status, citizenship, sexual orientation or marital status. This policy applies to all areas of employment including recruitment, hiring, training and development, promotion, transfer, termination, layoff, compensation, and any or all other conditions and privileges of employment in accordance with applicable federal, state, and local laws

Job Location:

Concord

Date Added: January 29, 2021

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