Sound Discipline is seeking a F/T Administrative Assistant

Sound Discipline is Searching for:

 

Job Title:  Administrative Assistant

Reports to: Executive Director

 

Job Summary:

Sound Discipline seeks a very skilled, experienced administrative assistant to ensure the efficient day-to-day operations of the office and provide clerical and receptionist support to other staff. This person will be the first point of contact to the public, manage calendars, collaborate with the Program Assistant on events and social media posting, manage contracts for services, provide data for invoicing and tracking, enter data into the database and provide necessary reports.

Primary Job Duties

Under the direction of Sound Discipline’s Executive Director, the Administrative Assistant is responsible for:

  1. Serving as initial point of contact for general inquiries, volunteers, clients and the public
  2. Ensuring efficient day-to-day operation of the office
  3. Provide clerical and administrative support to staff and Board
  4. Track and coordinate contracted events with clients
  5. Provide database reports to the bookkeeper for invoicing and tracking
  6. Logging in mail and deliver to staff
  7. Deposit checks and enter into database

Tasks

Administrative Assistant performs a wide range of duties including some or all of the following:

Reception Support

  • Answer (and refer as necessary) general phone/email/web/voicemail inquiries
  • Prepare and sort incoming and outgoing mail, faxes, and packages

Office Support

  • Purchase, receive and organize basic office supplies to ensure their availability to staff
  • Coordinate vendors and the maintenance of office equipment
  • Assist the Program Assistant as needed
  • Work with Program Assistant to ensure sufficient stock of workshop materials for facilitators (e.g. handouts, surveys, sign-in sheets, etc.)

Clerical and Administrative Support

  • Efficiently maintain, organize and archive both electronic and paper-based files routinely
  • Provide clerical support to management and the board by preparing, editing and filing documents (including memos, correspondence, meeting minutes, agendas, reports etc.) as needed
  • Accurately enter, update and export agency records/database routinely
  • Supervise volunteers assigned to administrative support team
  • Manage both external and internal event records on the calendar

Human Resources Support

  • Work with new hires to complete requisite paperwork
  • Track new hires/employee requisite paperwork completion
  • Support employees in navigating benefits resources

Finances Support

  • Coordinate and export employees’ timesheet export from database
  • Coordinate and export employees’ expenses export from database
  • Coordinate, file and prepare submitted expense receipts from employees
  • Schedule events with clients
  • Prepare and track contracts and collect signatures
  • Maintain accurate and organized contract files
  • Prepare timely and accurate billing information

Qualifications

  • High school diploma required; bachelors degree preferred
  • Administrative experience of at least two years
  • Proficiency with office software (MS Office, Google Apps) and equipment
  • Experience with databases
  • English language fluency required; bilingual Spanish preferred
  • Office and data-entry experience preferred

Key Characteristics

  • Strong organizational skills and attention to detail
  • Strong professional communication and collaboration skills
  • Strong customer service skills

Hours: 40 hours per week; Monday – Friday 8am-5pm. Candidate must be willing and able to work independently, on phone, email, Zoom or Skype and willing to travel to joint meeting locations in the Seattle Metropolitan area.

Compensation and Benefits: $17-$20/hour, DOE.

This position offers paid vacation, benefits stipend, retirement contribution program, a compelling mission, and fantastic co-workers!

TO APPLY: Send cover letter, resume and three references to joan@sounddiscipline.org by Friday March 3.

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