Office Administrative Assistant (Part-time)

MASS•Boston, MA

10d•Onsite

About The Position

Massachusetts Advocates Standing Strong (MASS) is a statewide self-advocacy organization dedicated to supporting, nurturing, and promoting self-advocacy in youth and adults with intellectual and developmental disabilities (I/DD). Our mission is to empower self-advocates to make choices that improve and enrich their lives. The Office Administrative Assistant, reporting to the Operations Manager and Executive Director, provides essential administrative and staff support for the general operations of the organization. This role is responsible for a variety of tasks crucial to the smooth functioning of MASS.

Requirements

Good oral and written communication skills.
Experience with Zoom video conferencing.
Experience with Google Suite and shared drives.
Proficiency in Microsoft Office Suite (Excel, Word, and PowerPoint).
Ability to work in an in-person office setting - 100% in-person.
Flexibility to shift priorities and tasks based on the needs of the organization.
Patience and flexibility in working with coworkers with I/DD.

Nice To Haves

Experience with Constant Contact, Squarespace, and Adobe Suite.
Experience with Quickbooks or other accounting software.
Other database management experience.

Responsibilities

Maintain daily email and phone correspondence, and support/forward messages to appropriate staff.
Assist in organizing and maintaining the Google Drive filing system.
Answer information requests via phone or email.
Process, sort, file, and send mail.
Organize and update databases, shared drives, project plans, and spreadsheets, including importing, exporting, and manually entering data.
Prepare materials for in-person and online meetings, Board of Directors meetings, training sessions, and other activities or special events.
Assist in the editorial process for the MASS Flash monthly e-newsletter and other email campaigns via Constant Contact.
Process bi-weekly payroll and monthly mileage and expense reimbursements.
Process incoming bills and outgoing checks.
Categorize and record financial transactions in QuickBooks Online.
Process accounts payable and accounts receivable transactions.
Assist with payroll processing and month-end close procedures.
Maintain confidentiality of coworker information.
Ensure accuracy and back-up documentation of all recorded transactions.
Assist in coordinating hiring procedures.
Assist in onboarding new employees.
File personnel documentation.
Take notes at meetings and provide technical assistance as needed.
Schedule meetings and trainings in-person and online via Zoom.
Manage internal and external calendars.
Be a resource to colleagues by sharing training tutorials for different tools and systems.
Provide meeting support, including booking meeting space, registering guests at WeWork, scheduling Zoom meetings, and troubleshooting related issues.
Assist in coordinating the annual conference and other fundraising events.
Help write donor acknowledgement letters for conference sponsors and raffle donors.
Coordinate transportation for self-advocates to attend offsite trainings using the Lyft Concierge account or third-party companies.
Assist and support self-advocate facilitators and trainers in updating their monthly calendars of meetings, trainings, data collection, timesheet submissions, and other activities.
Maintain the website calendar through Squarespace.
Perform other responsibilities as assigned by the Operations Manager and Executive Director, depending on the requirements of current and future funding.