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NICHES Administrative Assistant Job Posting

NICHES Administrative Assistant Job Description Position Summary

The Administrative Assistant provides high-level administrative support to the Executive Director by maintaining property files, managing donor records, assisting with board meeting reports/packets, interacting with various stakeholders – donors, volunteers, board members, vendors, general public – as appropriate, managing the Administrative Office at Clegg Garden and performing routine clerical functions such as preparing correspondence of all types, processing email on behalf of the organization, receiving visitors, and scheduling events. This position is a 20 hour per week permanent position with flexible hours and is eligible to accrue sick, vacation, and holiday pay and retirement benefits. Rate of pay is $15-18 per hour, DOE. The position is based out of NICHES’ Administrative Office in Lafayette, IN.

 Required Knowledge, Skills, and Abilities

• Advanced knowledge of office systems and applications such as Microsoft Office Suite (Outlook, Word, PowerPoint and Excel).
• Strong computer skills including proficiency with internet navigation, database management, accounting software and cloud storage.
• Strong organizational, interpersonal, and time management skills.
• Knowledge of business and management principles involved in strategic planning, resource allocation and coordination of people and resources.
• Knowledge of administrative and clerical procedures, managing files and records, designing forms and other office procedures and terminology.
• Keen attention to detail
• Ability to work independently and part of a team, proactively and reliably

Essential Duties include:
• Manage NICHES main voicemail and email, direct to appropriate staff member, or respond directly if applicable
• Interact with various stakeholders – donors, volunteers, board members, vendors, general public – as appropriate,
• Manage the Administrative Office at Clegg Memorial Garden; manage office and cleaning supplies and schedule; manage electronic and papers files
• Proofread and edit electronic and printed newsletters, development/donor letters, public communications, signs, or other
• Manage NICHES staff and Board Google Calendars & Drive
• Update Google Drive with payroll, financial, and board reports on a regular basis
• Manage liability, D&O, and worker's compensation insurance for the organization; work in tandem with NICHES insurance agent and adjust coverage as needed
• Manage W9 and Certificate of Insurance compliance for outside contractors
• Utilize Raiser’s Edge to enter cash and check donor support & pledges; update contact information and donor preferences; update e-news mailing list, create acknowledgment letters, new member packet mailings, tribute mailings, and planned giving mailings
• Update Executive Director (ED) and Development Director (DD) on planned giving inquiries and major donor gifts for proper follow up communication, including running $500+ monthly giving report
• Manage personnel records; new hire paperwork; email setup; Windows set up; Sharepoint access
• Manage payroll through Candoor; submit bi-weekly payroll and IRA payments; update PTO accrual based on NICHES policy; manage staff IRA account updates
• Manage NICHES contracts (utility, lease, rent etc)
• Coordinate background checks for all new employees
• Create and mail EOY giving receipts for monthly donors
• Maintain electronic and paper property files to meet guidelines of the Land Trust Accreditation Commission (LTAC)
• Monitor LTAC for updated requirements & communicate with appropriate stakeholders;
• Comply with Generally Accepted Accounting Principles (GAAP); follow NICHES administrative policies and procedures; enforce adherence to requirements; advise ED on necessary actions and updates
• Process the mail weekly with ED following NICHES administrative policies and procedures
• Compile weekly, monthly, quarterly, and yearly financial reports for staff and board to manage income and spending; create financial reports as requested by Finance Committee, Board, ED and DD
• Manage property tax payments; review yearly property taxes for potential money savings and communicate those with the ED; Complete and submit Property Tax Exemption Form 136 for new properties
• Manage monthly Finance Committee meetings with ED, prepare all reports and meeting minutes, host zoom conference room and email committee with meeting documents
• Manage all aspects of the annual financial audit; liaise with CPA;
• Monitor staff spending and billable hours on properties with restricted funding; accurately track all movement of restricted funds
• Reconcile monthly credit card expenses with staff expense reports; manage reimbursements as needed
• Manage website’s property, calendar and blog updates
• Attend bi-monthly Board meetings and prepare meeting minutes for Board Secretary
• Assist Directors with scheduling, grant reconciliation, contracts, and other paperwork
• Manage USPS mailing portal; use system to support development staff with quarterly mailings
• Other duties as assigned