Job description

Rainbow House Children’s Resource Center

Executive Assistant

Position Description

General Description: The Executive Assistant serves as the primary point of contact for the Executive Director. An executive assistant should have knowledge of and/or skills in: a) clerical duties; b) skills in QuickBooks and bookkeeping; c) payroll and taxes; d) knowledge of modern office machinery; e) grammar skills; f) and a friendly professional demeanor possessing excellent communication, organizational, and people skills, with close attention to details. toward staff and visitors. The executive assistant works under the direct supervision of the Executive Director.

Clerical Duties:

• Communication: Excellent written, verbal, interpersonal communication skills, and organizational skills.
• Correspondence: Prepare and edit correspondence, presentations, reports, and memos. Must be proficient in databases and computers, to include, but not limited to: Microsoft of Microsoft Office 365(Microsoft Word, Teams, Outlook, Excel, PowerPoint, OneDrive, and Publisher). Employee must be familiar with creating flyers or correspondence from a general description.
• Files: Organizes and maintains files by category and fiscal year.
• Answering the telephone: Answers all incoming calls for Rainbow House and directs calls appropriately.
• Website and Social Media Accounts: Assist with keeping Rainbow House website and social media accounts updated with program and event information.
• Assist Executive Director with preparation for, and schedule meetings and information included in the monthly board meetings.

Bookkeeping Duties: Under the written guidance of the Rainbow House financial policies and supervision of the Executive Director.

• Deposits all checks and money into Rainbow House accounts. File receipts.
• Maintains a petty cash account.
• Acknowledges all donations to the donor and ensures the donor is listed in the appropriate database accounts.
• Ensures all expenditures have appropriate receipts.
• Using the chart of accounts, appropriately codes all expenditures.
• Ensures all payroll taxes are paid on time and reports are completed and sent on a timely basis.
• Cooperates with the auditor and program audits, as needed.
• May be asked to prepare reports for staff, board of directors, funding agencies, and others.
• Maintains a general ledger for all RH income.

Grant Management:

• Keeps accurate records in QuickBooks for the accounts payable and receivable of all grants.
• Assists Executive Director in filing documentation required for payables of the grants.

Other Duties:

Perform other duties as assigned.

Assists with facilities upkeep when needed.

Professional Development: It is expected the Executive Assistant will always maintain a professional demeanor. As a professional, the employee is expected to be on time for work and be dressed appropriately for the task at hand. Ability to maintain strict confidentiality and discretion. The employee will have the opportunity to attend workshops to enhance her (his) knowledge, skills, and abilities.

Qualifications, Training and Experience: Education and experience should be equivalent to two years of college level course work in a business related field. 5+ years in Administrative compacity is preferred. Must have experience in QuickBooks, bookkeeping, and social media knowledge. Good organizational skills are needed and the ability to multitask. Must pass a drug test and a criminal records background check. A valid Georgia driver’s license and a good driving record are needed.

Job Types: Part-time, Contract

Pay: $15.00 - $20.00 per hour

Schedule:

• 8 hour shift
• On call

Ability to commute/relocate:

• Warner Robins, GA 31088: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Excel: 3 years (Preferred)
• Microsoft Powerpoint: 1 year (Preferred)

Work Location: In person

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