Administrative Assistant

Job Description

Job Description

​​About Us

PRISM is a community supported social service organization providing dignity-centered resources for food, housing, and other basic needs. We were founded by community members concerned about their neighbors' basic needs and challenges. PRISM blends talent, passion, and abilities into opportunities that improve the lives of everyone as we build a reflecting the spirit of the northwest suburbs.

Our vision is to lead in providing innovative and dignified services that foster resilient individuals and a healthier, more sustainable community.

PRISM strives to incorporate the core values of collaboration, innovation, dignity, and accountability into all aspects of our organization. Our programming helps low-income and basic wage-earning families meet their essential needs of food, housing, and clothing. The Marketplace Food Shelf, Housing Programs, Shop for Change Thrift Shop, and Children's Programs operate in a professional and dignified manner, allowing program participants the opportunity to choose the products and resources that are most helpful for their situations. At PRISM, we understand equity and inclusion as actions, and strive to make services not only accessible, but welcoming with a clear understanding of how we operate.

Benefits Include

• Group Term Life with AD&D (100% paid by PRISM)
• Long Term Disability (100% paid by PRISM)
• Medical insurance (PRISM pays 80% to 90% of the premium for employees and 50% of the premium for dependents)
• Health Savings Plan with employer contribution when on a high deductible health plan
• Dental (cost sharing)
• Vision (employee paid)
• Supplemental insurance through Aflac
• A standalone upgraded Employee Assistance Program (EAP)
• Retirement plan with company match dollar for dollar up to 3% with no vesting schedule (separate waiting period)

We are currently hiring an  Administrative Assistant . The position is full time, 40 hours per week, non-exempt, and benefits eligible. Pay for this position is $26.00 –$28.00 per hour, depending on qualifications and previous related experience.

Job Summary

The Administrative Assistant provides administrative support to the CEO and Advancement Director, balancing leadership support responsibilities with administrative assistance for the Advancement team.

Essential Duties and Responsibilities

All PRISM employees are required to participate in 3-4 annual events occurring outside of normal business hours or normal workdays.

Executive Director Support: ~40% of time

• Executive Support: Manage calendar, schedule meetings, coordinate appointments, prepare materials, track deadlines, and anticipate upcoming needs
• Board of Directors Functions: Coordinate board calendars and meetings, prepare and distribute materials, maintain accurate records, and support governance and compliance requirements
• Advocacy: Track local, state, and federal legislation; research impacts and prepares summaries
• Project Support: Help manage special projects by coordinating timelines, gathering information, tracking deliverables, and following up with responsible staff
• Community & Government Relations: Coordinate meetings and visits with elected officials, community partners, funders, and other stakeholders; maintain contact information and follow-up
• Event & Retreat Coordination: Assist with board retreats, staff events, tours, community meetings, and other organizational events
• Administrative Systems: Maintain shared calendars, electronic files, contact lists, templates, and administrative systems so information is organized and easy to retrieve

Advancement Support: ~50% of time

• Fundraising Tracking and Reporting: Provide tracking of monthly revenue and fundraising goals, facilitate quarterly reports of donor trends to inform fundraising approach.
• Gift Processing and Donor Records: Record, process, and acknowledge monetary contributions, maintain PRISM donor database and implement proper data hygiene using Bloomerang CRM, create donor lists to facilitate proper donor stewardship
• Advancement Operations and Compliance: Maintain inventory and organization of Advancement Storage spaces Preps and facilitate organizational mailings; assist with third party organization compliance such as Charities Review Council, Candid, and Charity Navigator
• Special Events : Lead key aspects and support the planning and execution of events. Special events include PRISMPALOOZA, Friends of PRISM Dinner, and Taste of the 'Burbs

Office Management: ~10% of time

• Office Operations and Supplies : Maintain office spaces, and supply orders
• Mail, Deposits and Financial Processing : Open mail daily, process check donations and create deposit packets weekly before bringing to bank for deposit
• Staff Meeting Coordination : Coordinate Weekly Staff Meeting facilitation schedule, write meeting notes and distribute to organization
• Administrative HR Support : Assist with employee hiring, onboarding, and offboarding processes including reference checks, preparing workspace, and maintaining agency org charts, staff lists, and new hire packets
• Other duties as assigned or apparent

Knowledge, Skills, & Abilities

Minimum Qualifications

• Two years of experience in office management or as an administrative assistant
• Strong attention to detail; organizational and project management skills; ability to manage multiple tasks/projects across different teams and timelines
• Strong computer skills, knowledge of Microsoft Office suite, and a willingness and a strong aptitude for learning new software and other tools
• Maintain strict confidentiality while demonstrating professionalism and integrity in all interactions

Preferred Qualifications

• Experience with database management such as Bloomerang
• Experience using online fundraising databases or other database systems to maintain donor records
• Creative thinker/adaptive personality
• Excellent sense of humor

Physical Demands & Working Conditions

• Standing and walking throughout the day
• Sitting for extended periods
• Typing and using a computer and phone
• Occasionally help in other departments for a short duration, including assisting in unloading donations from a van, moving boxes, pushing carts, etc.
• This position is primarily performed in an office environment.

We are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status, and any other characteristic protected by local, state, and federal law.

We are committed to providing reasonable accommodation to individuals with disabilities. If you require assistance or accommodation to apply for or interview for this position, please let us know. 

PRISM participates in E-Verify

This employer participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.
If E-Verify cannot confirm that you are authorized to work, this employer is required to give you written instructions and an opportunity to contact Department of Homeland Security (DHS) or Social Security Administration (SSA) so you can begin to resolve the issue before the employer can take any action against you, including terminating your employment. Employers can only use E-Verify once you have accepted a job offer and completed the Form I-9. E-Verify Works for Everyone
For more information on E-Verify, or if you believe that your employer has violated its E-Verify responsibilities, please contact DHS View phone number on us.fitly.work
dhs.gov/e-verify

Esta Organización Participa en E-Verify

Este empleador participa en E-Verify y proporcionará al gobierno federal la información de su Formulario I-9 para confirmar que usted está autorizado para trabajar en los EE.UU.. Si E-Verify no puede confirmar que usted está autorizado para trabajar, este empleador está requerido a darle instrucciones por escrito y una oportunidad de contactar al Departamento de Seguridad Nacional (DHS) o a la Administración del Seguro Social (SSA) para que pueda empezar a resolver el problema antes de que el empleador pueda tomar cualquier acción en su contra, incluyendo la terminación de su empleo. Los empleadores sólo pueden utilizar E-Verify una vez que usted haya aceptado una oferta de trabajo y completado el Formulario I-9. E-Verify Funciona Para Todos Para más información sobre E-Verify, o si usted cree que su empleador ha violado sus responsabilidades de E-Verify, por favor contacte a DHS. DHS View phone number on us.fitly.work dhs.gov/e-verify

If a job is offered, please be aware any job offer will be contingent upon a pre-employment background check. PRISM considers the nature of any crime, recency, severity, job relatedness and rehabilitation efforts. If the position requires driving, our insurance policies require a stricter eligibility criteria.