ADMINISTRATIVE SERVICES SUPPORT

Diverse Talent Pool; Cincinnati (OH); Hybrid; USD 25,000 - 39,000; Part time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Life insurance

Retirement plan with company match

Job summary

Diverse Talent Pool is seeking an Administrative Services Officer to support executive management with administrative and financial project tasks. The role requires multi-tasking, strong written and verbal communication, and handling confidential information with discretion.

The position is part-time (minimum 20 hours weekly) with a hybrid schedule. Candidates should have an Associate’s degree (or equivalent) and at least 5 years of experience assisting senior management in financial settings.

Qualifications

• Associate’s degree in Business or Office Systems (or equivalent) strongly preferred.
• Minimum of 5 years related office work experience working with senior-level management.
• Experience in commercial/small business banking industry or financial setting is desirable.

Responsibilities

• Provide accurate and detailed administrative support related to storing, retrieving, and integrating information for dissemination to staff and clients.
• DATA entry support for all GCMI CRM and reporting systems.
• Organize and maintain files; manage projects; conduct research.
• Disseminate information via telephone, mail, websites, and e-mail.
• Greet, respond to, and direct customers or visitors professionally.
• Screen incoming calls and relay messages.
• Plan and coordinate meetings for the Executive Director.
• Maintain confidentiality of company information.
• Review financial reports and provide feedback on changes, errors, omissions.
• Produce reports; create spreadsheets; compose correspondence; manage databases; create presentations and documents.
• Coordinate resources to keep projects on schedule and achieve goals.
• Support preparation of reporting for GCMI funding sources.
• Track deadlines for annual renewals and certifications.
• Collaborate with marketing on loan client marketing and website updates.
• Collect and edit social impact information for loan clients, investors, Board, and staff.
• Draft materials for Board Meetings and presentations under Executive Director.
• Process and distribute mail.

Skills

Microsoft Office

Google Suite

Desktop publishing software

Digital graphics

Office equipment operation

Education

Associate’s degree in Business or Office Systems

Tools

CRM systems

Reporting systems

Job description

Summary: The Administrative Services Officer performs administrative and financial project support for executive management. This Individual will work independently and exercise sound judgment in handling confidential information as well as providing “quality” customer service to visitors, customers, applicants, and incoming phone calls. Project coordination experience along with computer and internet research skills are essential in preparing reports and financial data. Position requires the ability to be flexible and multi-task utilizing strong written, communication, interpersonal and organizational skills.

Essential Functions

• Perform accurate and detailed administrative support activities related to storing, retrieving, and integrating information for dissemination to staff and clients.
• Provide DATA entry support for all GCMI CRM systems and Reporting systems.
• Organize and maintain paper and electronic files; manage projects; conduct research;
• In addition, disseminate information by using the telephone, mail services, Web sites, and e-mail.
• Greet, respond to, and/or direct customers or visitors to appropriate departments in a professional and timely manner.
• Screen incoming telephone calls to promptly relay messages and distribute information appropriately and professionally.
• Plan and coordinate meetings and arrangements for Executive Director.
• Assure confidential and discreet handling of all company business including but not limited to customer, staff, and vendor, financial and organizational matters.
• Review and compare financial reports, providing feedback to management with any significant changes, errors, and/or omissions.
• Demonstrate a high level of software computer expertise to produce advanced level reports; create spreadsheets; compose correspondence; manage databases; and create presentations, reports, and other documents or business materials.
• Coordinate, organize, and identify resources to keep assigned projects on schedule and bring about the successful completion of project goals.
• Support the preparation of reporting needed for GCMI Funding sources as needed
• Help track and manage deadlines for all GCMI Annual renewal and certification(s) of all memberships, reporting, contracts, etc.
• Work w/ marketing representative or contractor, on GCMI marketing of loan clients, website changes, updates, etc. Help collect and edit material for marketing
• Support GCMI Staff with collection and creation of social impact information for loan clients, investors, GCMI Board of Directors, and staff.
• Draft materials for Board Meetings, and presentations under the direction and authority of the Executive Director.
• Process and distribute all incoming and outgoing mail.

Other Duties and Responsibilities

• Assists GCMI Staff with administrative paperwork as assigned.
• Support and Process all Accounts Payable and Receivables.
• Help manage and maintain all client Files on CRM systems.
• Maintains a professional office environment.
• Follows GCMI policies and procedures, performs an annual review of all policies and procedures for GCMI w/ the exception of the Lending Department; upholds company values; exhibits respect and sensitivity for cultural differences; promotes a harassment-free work environment.
• Research and data collection
• Performs other duties as assigned.

Qualifications

Education/Experience:

Associate’s degree in Business or Office Systems (or equivalent) strongly preferred. An equivalent combination of related work experience and education will be considered.

In addition, a minimum of 5 years related office work experience working with senior-level management. Work experience in commercial/small business banking industry or financial setting is highly desirable but not required.

Computer/Technology Skills

• Must have highly developed PC skills including: Microsoft Office Word, Excel, PowerPoint, and Outlook. Must be familiar with Google suite of services (Google Docs, Surveys, etc)
• Preferred proficiencies at using desktop publishing software and digital graphics to create spreadsheets; compose correspondence; manage databases; and create presentations, reports, and documents.
• Ability to operate a variety of office equipment including printers, fax machines, photocopiers, scanners, and videoconferencing, and telephone systems.

Work Hours

• Currently at part-time position
• Minimum 20 hours per week. Hybrid schedule for office hours and virtual hours. Open to discussing options
• Management based on the operating needs of the business determines regular hours of work and scheduled overtime.
• Attendance/Punctuality - Is consistently at work and on time. Ensures work responsibilities are covered when absent.
• Must be flexible to deal with work schedule changes due to unexpected events.

Hourly rate is based on experience

• Competitive benefits package for Full-time employees: Health, Dental, Vision, Life Insurance and retirement plan w/ company match for all qualifying employees