Administrative Assistant

HAVEN
Position Description
Administrative Assistant

SUMMARY
This multifaceted position provides general office, financial, and business administrative support to the organization. This is a full-time, in-person position located in our Portsmouth, NH office.

RESPONSIBILITIES 
•    Perform receptionist duties as the first point of contact for visitors and callers. Answer, screen, and transfer phone calls, as appropriate, and greet all visitors in a professional manner.
•    Create, organize, and maintain general files, contact and mailing lists, resource manual, and inventories.
•    Collect, open, scan, and disseminate mail. Record and respond to documentation, as necessary.
•    Prepare communications to include emails, invoices for Finance processing, and compile summaries of information and data. 
•    Retrieve information upon request from various sources to include records, emails, meeting minutes, and other related documents.
•    Respond to and resolve administrative inquiries.
•    Coordinate and schedule travel, meetings, and appointments for management as requested.
•    Prepare agendas and record and distribute meeting minutes for various committees/Boards.
•    Maintain and order office supplies, anticipating needs for all locations.
•    Coordinate maintenance of general office equipment and communicate with service providers.
•    Little Green Light (LGL) data entry and reporting with Finance Director and assist in reconciling each month
•    Vela Reporting back up for Finance and Administration reports
•    Maintain, inventory and prepare for reconciliation of Gift Card spreadsheet with Finance Director
•    Monthly  physical review/audit  of Gift Cards at each location 
•    Website donations receipts
•    Town funding processing with the Office Manager
•    Maintain an organized and clean office environment.
•    Perform other related duties as assigned.
•    Travel to Post office & bank required
PREFERRED SKILLS  
•    Strong organizational skills and attention to detail.
•    Proactive mindset with ability to prioritize work and follow through on projects.
•    Must be flexible, pleasant, and able to interact well and positively with people of diverse backgrounds.
•    Comfortable handling confidential information.
•    Proficient in Microsoft Office Suite or related software, including databases, with aptitude to learn new software and systems. Experience with donor databases is a plus. 
•    Competent with electronic communications, document revisions, mail merge functions, form creation, and spreadsheets.
•    Basic understanding of clerical procedures and systems such as recordkeeping and filing.
•    Experience developing internal processes and filing systems.
•    Excellent verbal and written communication skills. 
•    Great interpersonal and customer service skills.
•    Self-motivated with the ability to work independently as well as part of a team.

EDUCATION AND EXPERIENCE REQUIREMENTS
•    High school diploma required, and three years of administrative experience preferred 
•    Knowledge of Microsoft Office Suite

A valid driver’s license and/or reliable transportation and proof of auto insurance required.  Completion of Criminal and Driver’s Record Check required for hire.

From HAVEN’s inception, Diversity, Equity & Inclusion have always been key to our success. We are an Equal Opportunity Employer and our employees are people with different strengths, experiences, and backgrounds, who share a passion for improving people's lives. Diversity includes race, gender identity, age, disability status, veteran status, ethnicity, sexual orientation, socioeconomic status, religion, and many other parts of one’s identity. Diversity, Equity, and Inclusion are everyone's responsibility.

STATUS OF POSTION
Hours per week: 40
Reports to:  Office Manager
Salary non-exempt position $41,600 per year (or $20.00 per hour) with benefits that include health, dental, Short term disability, travel reimbursement, Employee Assistance Program 403(b) with match and generous paid time off.