Administrative Assistant Job Description

(Posted 8/29/23)

Job Summary
Assists with the organization’s areas of administrative and financial operations, human resources, board of directors, and Foundation operational support. This position is classified as NON-EXEMPT.

Job Description
The Administrative Assistant reports to the Executive Director and works closely with other members of the EA staff. Areas of responsibility include:

• General Administration
o Maintain overall office systems such as vendor/cash receipts/board files, supplies, equipment, inventory, etc.
o Prepare correspondence and reports as directed.
o Work with Bookkeeper Plus on budget development for grant applications.
o Assists with database input and management.
o Update governance documents as needed: bylaws, job descriptions, polices, etc. for accuracy.

• Financial Operations
o Serve as primary office liaison between EA and Bookkeeper Plus.
o Records deposits and expense checks in Quickbooks Online.
o Distribute financial reports for treasurer committee and staff review based on internal control guidelines (monthly and quarterly).
o Assist with annual budget preparation.
o Assist with coordination of annual audit.
o Issue donor receipts within 48 hours of receiving gift.

• Human Resources
o Manage bi-weekly payroll (every two weeks) with payroll company as well as W-2s and 1099s.
o Oversee employee benefits (health, dental, life insurance, disability insurance, worker’s compensation and retirement).
o Assist with employee onboarding when needed.

• Board of Directors
o Assist Executive Director with board communications and meetings as directed.
o Assist with onboarding new board members.
o Prepare board and committee meeting minutes.
o Update Economics Arkansas’ board directory as needed (print and digital).

• Compliance Reporting
o Assist with interval and final reporting for grants received.
o Maintain annual charitable registration with Attorney General’s office.
o File Annual Report with Secretary of State’s Office.
o File monthly/quarterly Use Tax reports online (DFA dictates frequency).
o Submits annual Worker’s Compensation report to insurance agency.

• Economics Arkansas Foundation
o Manage and coordinate annual audit preparation.
o Send monthly investment reports to board members.
o Prepare board and committee meeting minutes.
o Maintain annual charitable registration with Attorney General’s office.
o File Annual Report with Secretary of State’s Office.

• Other duties as assigned.

Preferred Qualifications
> Associates degree or higher.
> Multi-project organization and coordination required.
> Team player, high initiative; self-starter.
> Excellent written and verbal communication skills; pleasant voice.
> Significant experience and demonstrated proficiency in the following areas: Word, Excel and QuickBooks Online.
> General office equipment skills.
> Professional work ethic, appearance and attire.
> Ability to drive; including valid driver’s license with appropriate auto insurance coverage.
> Ability to work some flexible hours and travel in-state and out-of-state occasionally.

Specific Skills Required:
> Proficiency with Microsoft 365 software including Outlook, Word and Excel.
> Solid understanding of office technology both hardware and software.
> Proficiency in use of Quickbooks for Non-Profits accounting program.
> Skills in organization to ensure meeting important deadlines such as payroll, compliance reports, grant reports, board-related assignments.
> Skills in recording minutes of board and board committee meetings.

Physical Requirements:
> Must be able to remain in a seated position for extended periods of time for board meetings and professional development seminars as well as working at the computer completing administrative tasks.
> Must be able to lift and/or carry at least 35 lbs to load/unload resources needed for meetings, trainings and conferences and get them to their respective destinations.
> Must be able to push and/or pull loaded carts to move resources from the office setting to another venue or vice-versa.
> Must provide transportation for self and/or resources to a destination where an organization’s event will be held.
> Must be able to express oneself through spoken word to impart oral information to board members, donors and constituents accurately, loudly or quickly.
> Must be able to hear, understand and distinguish speech and/or other sounds (e.g. alarms, telephone, doorbell, etc.
> Must have visual acuity near (20 inches or less for computers, reading, etc.) and far (20 feet or more to recognize features or people or objects).

Now accepting applications through October 6, 2023 (or until filled).

Download an Employment Application

Interested individuals should send a completed application, resume, and list of references to kathleen@economicsarkansas.org.