Administrative Liaison
POSITION DESCRIPTION
TITLE: Administrative Liaison
DEPARTMENT: Management Support
REPORTS TO: Executive Director
Exempt X Non-Exempt
PRIMARY FUNCTIONS:
Provide regular clerical and administrative support to the Executive Director or other Club senior staff as necessary. Prepares correspondence and reports, maintains Executive Director schedule and calendar, answers phones and maintains electronic and hard copy files
PRIMARY RESPONSIBILITIES:
- Compose and prepare correspondence and reports as requested by the supervisor, drafting letters in established formats, and ensuring all materials are proofread for accuracy before supervisory review and signature.
- Manage the Board meeting calendar, notifying board members of upcoming events and meetings.
- Transcribe and prepare minutes, agendas, and financial reports for Board meetings, distributing them to board members as required.
- Answer and direct telephone calls, providing general information or referring callers to appropriate staff. Handle office supply inventory and order items as necessary.
- Provide filing and mailing support to Unit Directors, the Director of Resource Development, and the Executive Director.
- Support the Membership Coordinator by mailing and emailing membership notices, contacting past due accounts, entering data, and maintaining membership records.
- Manage donor database, track donations and expenditures, and assist donors with tax credit filings and related documents.
- Provide support to Board Committees as assigned.
- Assist in gathering and documenting information for periodic audits.
- Establish and maintain procedures for efficient information management and research.
- Assist with special projects and fundraising events.
- Create and distribute monthly or quarterly newsletters.
- Assist front desk staff with calling children during parent pick-up times.
- Provide additional support to Directors with various tasks as needed.
SKILLS/KNOWLEDGE REQUIRED
- Administrative experience preferred
- Proficient in multiple computer software programs (Excel, Microsoft Word, Google Docs, etc)
- Secretarial skills and use of common office equipment
- Strong communication skills, both verbal and written
- Ability to manage multiple tasks and to develop solutions to problems with limited supervision
- Ability to establish and maintain effective working relationships with Club staff, subordinates, Board members, community groups, and other related agencies
- Able to maintain strict confidentiality
- Class B License or willing to obtain
PHYSICAL REQUIREMENTS / WORK ENVIRONMENT:
This position requires the ability to lift very modest weights of office and program supplies. Almost all duties with the exception of various emergency drills will be conducted indoors.
DISCLAIMER:
The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, or be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications and objectives required of employees assigned to this job.
