Administrative Assistant - Seton Center - Emmitsburg, Maryland - Daughters of Charity Ministries

Our mission is to work with our neighbors to build a hopeful future in the spirit of St. Elizabeth Ann Seton through a focus on the well-being of the whole person.

Position Summary: Provides administrative support to Executive Director, Director of Finance, Manager of Operations, and other staff.

Duties and Responsibilities:

• Provides administrative support to the Executive Director, Manager of Operations, and staff or designee including paperwork, files, donor letters and all financial data.
• Provides administrative support to the Seton Center Board of Directors as requested by the Executive Director or the Board Chair.
• Tracks all gift cards on a log sheet that is reconciled monthly (Helping Hands, Staying Ahead, Getting Ahead, Special Projects, CCMF, Dental). Maintains accurate records electronically and in hard copy of all receipts.
• Maintains electronic and hard copy records and files as directed.
• Maintains a general monthly calendar listing events and meetings.
• Oversees office equipment supplies and repairs.
• Orders office supplies and other requested materials.
• Checks general voicemail on receptionist desk daily.
• Participates in staff meetings and in-service trainings, records minutes for staff meetings.
• Tracks, schedules, and coordinates room use on a master list with collaborating agencies.
• Processes credit card reconciliations monthly
• Processes check requests and acts as liaison with Seton Center Director of Finance for day-to-day operations.
• Record entries in Quick Books (QBs) for deposits, bills, and checks and upload invoices to QBs.
• Reviews online bank activity daily.
• Reviews monthly bank statement to ensure all transactions are recorded in QBs.
• Processes the monthly bills for payment.
• Prepares, tracks, and reconciles Outreach deposits of cash, checks and gift cards.
• Makes bank deposits.
• Prepares petty cash receipts and replenishes petty cash as needed and reconciles credit card statements.
• Maintains payment records for grant reports and other projects as directed.
• Maintains confidential nature of information obtained through Seton Center, exercises discretion in handling confidential and privileged information.
• Prepares various documents in Word, Excel, or Publisher upon request of the Executive Director
• Other duties as assigned

Qualifications

• High School Diploma/GED
• QuickBooks experience preferred
• Computer skills (Microsoft Office, Outlook,)
• Basic bookkeeping skills
• Ability to collaborate well with others
• Ability to maintain confidentiality and uphold clear boundaries

Organizational Relationships:

• Supervised by Executive Director

Hours: 30 hours per week, non-exempt