Administrative Assistant

New Horizons Shelter and Outreach Centers

Position Title: Administrative Assistant

Reports to: Executive Director

Date of Review: January 2025

Summary: The Administrative Assistant is responsible for providing financial transactions on behalf of the organization and administrative support as directed.

Hours: This position is part-time and hourly with a flexible work schedule. Occasional need to workday, evening or weekend hours to accommodate organizational needs may occur. Travel may be required.

Qualifications:

• High school diploma or equivalent required

• Experience with accounts receivable and payroll is preferred

• Embracement of the mission of New Horizons

• Experience with non-profit work is preferred

• Experience with grant work is preferred

• Strong writing and verbal skills required

• Extreme tact and discretion required

• Ability to manage multiple projects simultaneously required

• Excellent computer skills including knowledge of Microsoft Office required

• Knowledge of domestic abuse, sexual violence and human trafficking preferred

Competencies:

• Respectfulness and relationship building – builds constructive working relationships characterized by a high level of acceptance, cooperation, and mutual respect

• Team focused and collaborative – promotes cooperation and commitment within a team to achieve goals and objectives

• Self-accountability and work standards – sets high standards of performance for self and assumes responsibility and accountability for successfully completing assignments or tasks

• Stress tolerance – maintains composure in highly stressful or adverse situations

• Conflict management – helps others to effectively resolve complex or sensitive disagreements or conflicts

• Valuing diversity – helps to create an environment that embraces and appreciates diversity

• Confidentiality, integrity, ethics, and trust – maintains confidentiality and earns others’ trust and respect through consistent honesty and professionalism in all interactions

Principal Duties and Responsibilities:

COMMUNICATION EXCELLENCE

• Models and empowers all to use effective communications

• Provides the director of programing & personnel and the executive director with monthly reports on grant expenditures and/or as requested

• Acts as liaison for team members and office machine vendors including but not limited to computers, copy machines, phones, and security systems

• Communicates important information to the team and disseminates along appropriate communication lines. If necessary and appropriate, will communicate to all staff at once

• Provides the board of directors with financial information as requested

LEADERSHIP

• Maintains a working environment/climate that attracts, keeps, and motivates a diverse staff of top-quality people

• Engages in and models supportive, healthy relationships through setting boundaries and demonstrations of respect with donors, clients, and co-workers

• Attends meetings as directed

• Promptly addresses difficulties or problems that arise per agency protocol

COMMUNITY PUBLIC RELATIONS, COLLABORATION, AND EDUCATION

• Establishes sound and collaborative relationships with community groups, service providers, and vendors

• Is present at functions that promote our organization and access to our services and programs

ADMINISTRATION

• Orders and maintains general office supplies for all locations

• Makes conference registrations and travel arrangements for all employees

• Coordinates authorized purchase requests and orders in correlation with organizational and grant budgets

• Files, maintains, and organizes paper and electronic documents including but

not limited to expenditure reports and vendor invoices and ensures appropriate storage for future reference

• Ensures that official records and documents are maintained as appropriate

• Submits initial and/or change in tax forms and direct deposit information to the agency’s accountant

• Prepares payroll time sheet reports for submission on a timely basis to the agency’s accountant

• Maintains a current log of accrued and used Personal Leave Time for appropriate personnel

• Maintains and updates payroll segmentation by grant for each employee and updates agency’s accountant of changes

• Other duties as assigned by the executive director

FINACIAL TRANSACTIONS

• Ensures that financial records are maintained in compliance with organizational policies and procedures as well as individual grant requirements

• Understands and makes certain what spending is allowable and not allowable for each grant/donation and in what sequence and percentages to bill each

• Maintains accounts receivable records based on grant billing and receipts

• Works with external accounting firm regarding the effective payment of bills, payroll, and data entry for financial statements

• Prepares and sends grant financial reports to the appropriate funder prior to their due date

• Foresees and submits budget modifications to grantors and/or agency’s accounting firm

• Develops and maintains grant financial databases by updating expenditures per grant on a weekly basis

• Prepares vendor invoices for approval and submits to the agency’s accountant in a timely fashion for payment

• Prepares additional monthly reporting items as requested by agency accountant for financial statement preparation

• Creates bank deposit slips and maintains detailed deposit report

• Provides auditor with internal reports and information necessary to complete year end audit and tax filing

• Maintains and understands restricted donor asset balances

• Other duties as assigned by the executive director

Other Responsibilities and Requirements:

• Adheres to agency policies and work rules, including strict adherence to New Horizons confidentiality policies

• Has reliable transportation, a valid driver’s license, and vehicle insurance

• Is committed to professional development attending trainings related to the position as well as domestic / sexual violence

• Trains and supervises volunteers as appropriate

• Maintains a clean, organized, and comfortable environment within the organization

• Performs other duties as assigned by supervisor

Working Conditions:

• Work is normally performed in an office and/or residential setting but is not limited to the organization

• Constant interpersonal interactions

• Frequent changes in duties, tasks, and circumstances

Job Type: Part-time

Pay: $20.00 per hour

Expected hours: 20 per week

Benefits:

• Flexible schedule
• Professional development assistance

Schedule:

• 4 hour shift
• 8 hour shift
• Day shift
• Monday to Friday
• Morning shift

People with a criminal record are encouraged to apply

Work Location: In person

Salary : $20