Administrative Assistant

United Way of Central Alabama

Website https://twitter.com/unitedwayal United Way of Central Alabama, Inc.

United Way has a rich history in helping neighborhoods and communities in Central Alabama. It began as a cooperative action to address our city’s human services problems.

Position Summary

 The primary role of the Administrative Assistant for Finance is to support the Chief Financial Officer/Senior Vice President through general office administration and offer to clerical and administrative support to other department staff and volunteers as needed and/or assigned.

Responsibilities
  • Make air travel arrangements for all UWCA staff
  • Prepare written correspondences and other material for CFO, including but not limited to Confirmations, Bookkeeping and Rent Letters, Thank you Letters, and Direct Payment Letters
  • Prepare meeting announcements, agenda, and materials for Finance and Investment committees and coordinate scheduling of meetings at beginning of year
  • Attend and take minutes for CFO committee meetings (Finance, Investment)
  • Prepare Executive Committee and Board of Director meeting materials for Finance and Investment committees
  • Be the lead staff responsible for managing logistical details for all department meetings including reserving rooms, purchasing refreshments, sending out invitations, collecting RSVPs, etc.
  • Prepare United Way Data Base II from collected data
  • Prepare United Way Membership Certification
  • Maintain a list of all departmental supply needs (toner, paper, office supplies) and generate requests through electronic purchase order system (Microix)
  • Retrieve and deliver in and outgoing mail daily
  • Prepare Personal and Vacation Accruals for Department
  • Maintain departmental and agency calendar
  • Update Senior Staff calendar with finance dates
  • Compile finance related New Board Member Book materials and related presentation
  • Update UWCA Policies and File accordingly as requested
  • Assist with special projects as directed
  • Other administrative duties as assigned
Qualifications
  • Mastery of Microsoft Office Suite (Word, Excel and Power Point). Proficient in Excel is a plus. Must adapt well to rapid changes in technology and apply new systems to the advancement of the department. Knowledge and experience in accounting software and purchasing software is a plus.
  • Excellent writing skills essential, editing skills a plus.
  • Must have excellent interpersonal skills including professional communication and demeanor in person and over the phone.
  • Works under moderate supervision and exercises some degree of discretion and independent judgment.
  • Must have positive attitude and be able to adapt easily within a rapidly changing environment.
Education & Experience

Bachelor’s degree preferred; proven track record of applicable experience can be considered in lieu of a degree. Degree in accounting or and bookkeeping experience is a plus.

Working Conditions

Normal office hours with some overtime.  Ability to adjust schedule to prepare for and attend committee meetings outside of normal office hours.