Assistant to Administrator,Trust/Found

Job Description

Job Description

*Please note: The salary range reflects the expected compensation for the role over time and does not represent the starting pay range. 

Department/Location:

714 – Trust and Foundation Administration/National Headquarters

Job Title: 

Assistant to the Administrator, Trust & Foundations

Reports to:

Administrator, Trust & Foundations

Salary Grade:  

ý – Grade 9

($18.27 - $28.44/hour)

Type of position:

ý Full-time        o Part-time

Minimum Hours: 40 hrs/Week

o Exempt       ý  Nonexempt

Job Summary:  The following statements are intended to describe the general nature and level of work being performed. They are not

intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

Perform routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, or providing information to callers.  

Essential Functions:

• Compose letters, memorandums, or other correspondence from scratch or rough draft
• Answer telephones and provide general information to callers, take messages or transfer calls to appropriate individuals/departments
• Open, read, route, and distribute incoming mail, attach appropriate files to incoming correspondence and other material and prepare answers to routine letters
• Merge file information with standardized letters to produce personalized correspondence
• Make copies of correspondence and other printed materials
• Set up and maintain paper and electronic filing systems – oversight of records through filing, retrieval, retention, storage, updating and destruction
• Order and dispense supplies via Epicor system, Staples and other authorized vendors
• Prepare deposits and check requests for submittal
• Assist Grant Specialist(s) with data entry, document sorting and organization throughout grant processes
• Assemble and scan electronic ballots, including grant application summary and supporting documentation, for submittal to boards of directors
• Oversee ballot response processes in conjunction with boards of directors
• Support the Administrator in preparation for Mid-Winter Conference, Convention and other meetings as necessary
• Oversee Department’s portal site
• Perform other duties as requested by Administrator

Essential Skills and Experience:

• Proficient in Microsoft Office applications
• Excellent communication and utilization of verbal, written English, and proofreading skills
• Excellent telephone etiquette
• Self-starter, detail oriented, capable of initiating work, ability to work well with others
• Ability to multi-task, organize and process large volumes of work to meet deadlines
• Two to three years in an office environment
• High school diploma or equivalent

Degree of Supervision:

• No Supervisory Responsibilities

Physical Demands and Work Environment:   The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Physical Demands:  Job requires sitting up to eight hours a day and standing four to six hours a day.  Body movement primarily in hand and arm functions associated with normal office activities.  Hand and eye coordination, and hand dexterity is required for handwriting and keyboarding over prolonged periods of time.  Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.   This position requires occasional lifting and/or carrying of no more than 25 pounds, bending, squatting pushing and pulling.          
• Work Environment:  The noise level in the work environment is usually minimal.