MISSION

Terebinth Refuge is a Christ-centered shelter and safe home that brings hope healing services, and freedom to sexually exploited and trafficked women.

JOB SUMMARY

Classification: Part-Time, Monday- Thursday, approximately 26 hrs./weekly, $18.00 - $20.00/ hr. starting

Other Contacts: Executive Director, Development Director, Finance Manager, Program Director, TR Staff, Clients, Donors, Volunteers, Vendors, Public

The Office Administrative Assistant performs a variety of administrative and clerical tasks with the ability to multi-task while maintaining complex schedules and providing support to directors and managers. The Office Administrative Assistant assists in daily office needs and manages Terebinth Refuge’s general administrative activities. The Office Administrative Assistant assists in effective communication between office and program staff in delivery of mail and needed information and supplies.

RESPONSIBILITIES

• Answer and directs phone calls, greets, and directs visitors with friendliness and professionalism.

• Receives donations that come to the office and ensures correct documentation is completed.

• Organizes and schedules appointments and meetings as requested by Operations Officer, Executive Director and Development Director, keeping all involved aware of upcoming appointments and activities.

• Take detailed minutes at required meetings.

• Processes mail daily.

• Write and distribute email, correspondence memos, letters, faxes, documents, and forms as needed.

• Reserves and manages details and room for meetings, such as obtaining food, coffee and needed supplies.

• Ensure that a timely and proper acknowledgement of contributions are made throughout the year and that monetary & In-kind tax-exempt letters go out within 48 hours.

• Writing thank you cards and assisting with donor and development mailings, by typing contacts, addressing, or generating labels, postage and sending mail.

• Entering donor information into Network for Good software system and Mail Chimp. Assist Finance Manager in accurate filing and management of donor files.

• Run requested errands as needed for support of office and program.

• Human Resource duties: Schedule and facilitates interviews and new hire preparation and documentation. Ensure that Directors have information packets for interviews. Prepare and maintain new hire files by keeping new hire information packets up to date, by receiving the required information from new hires and giving new hires the necessary documents such as policy and procedures. Management of volunteer files. Additional Human Resource duties as requested.

• Submit new hire and volunteer background checks in DHS Background check online system.

• Coordinates with the Finance manager by checking and maintaining inventory and ordering office supplies. Research new economic deals and suppliers. Also assume responsibility for maintenance of office equipment, including computers and copy machines.

• Maintain contact lists, phone lists, password lists to be distributed as requested.

• Maintain organized office filing system.

• Keeps track of special dates such as pertinent (Staff, Board, Donors) birthdays, anniversaries and celebrations as requested by Director.

Qualifications & Requirements:

• Minimum of 5 years proven experience as an Office Administrative Assistant or Administrative Assistant.

• Proficiency in MS Office with expertise in Microsoft Word, Excel, and PowerPoint.

• Detail oriented and comfortable working in a fast-paced office environment with the ability to multi-task.

• Ability to analyze and revise operating practices to improve efficiency.

• Exceptional communication (written and verbal) skills.

• Superior organizational skills and dedication to completing projects in a timely manner.

• HS Diploma, GED, preferred associate degree in administrative assisting.