Terebinth Refuge is hiring: Office Administrative Assistant in Saint Cloud

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

Position: Office Administrative Assistant

Reports To: Operations Officer

Classification: Full-Time; Monday- Thursday; approximately 30 hrs./weekly; $18.00/hr. starting; benefit package included.

Interacts with: Executive Director, Development Director, Finance Manager, Program Director, Terebinth Staff, Clients, Donors, Volunteers, Vendors, Public.

The Office Administrative Assistant performs a variety of administrative and clerical tasks, exhibits the ability to multi-task, maintains a variety of program schedules, and provides support to TR managers and directors.

Responsibilities

• Answers and directs phone calls, greets and welcomes visitors with friendliness and professionalism.
• Receives donations that come to the office and ensures correct documentation is completed.
• Ensures that a timely and proper acknowledgement of contributions is made throughout the year and that monetary and In-kind tax-exempt letters go out within 48 hours.
• Writes and distributes email, correspondence, memos, letters, faxes, documents, and forms as needed.
• Reserves and manages room details for meetings, and obtains food, coffee, and supplies as needed.
• Takes detailed minutes at required meetings.
• Runs requested errands as needed for support of office and program.
• Writes ‘thank you’ cards and assists with donor and development mailings, by addressing and generating labels, providing postage, and sending mail.
• 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.
• Enters donor information into Network for Good software system and assists Finance Manager in accurate filing and management of donor files.
• Coordinates with the Finance Manager by checking and maintaining inventory, ordering office supplies, and scheduling maintenance of office equipment.
• Maintains and organizes office filing system, contact lists, phone and password lists to be distributed to staff members as requested.
• Keeps track of special dates such as pertinent (Staff, Board, Donors) birthdays, anniversaries, and celebrations as requested by Director.
• Coordinates the onboarding process for all new volunteers, keeps volunteers up to date on current procedures and documentation, and schedules volunteer groups for mailings, projects, etc.
• Helps organize volunteer training courses periodically in conjunction with Program Manager and Development Director.

Human Resource Duties

• Schedules, facilitates, and prepares documentation for new hire interviews.
• Submits new hire and volunteer background checks in DHS Background Check online system.
• Prepares and maintains new hire files by keeping new hire information packets up to date, receiving the required information from new hires, and giving new hires appropriate documentation.
• Ensures that Directors have information packets available for upcoming interviews.
• Helps manage volunteer files, and additional Human Resource duties as requested.

Qualifications & Requirements

• Minimum of 5 years proven experience as an Office Assistant or Administrative Assistant.
• Proficiency in MS Office with competency 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 in order to improve efficiency.
• Practiced communication skills (written and verbal).
• Excellent organizational skills and dedication to completing projects in a timely manner.
• HS Diploma, GED, preferred associate degree in administrative assisting.