Office Administrative Assistant (Part-time)

Mass Advocates Standing Strong (MASS)

Boston (MA)

On-site

USD 32,000 - 35,000

Part time

13 days ago

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Benefits offered by this job

Monthly stipend

Job summary

Massachusetts Advocates Standing Strong is seeking an Office Administrative Assistant to provide administrative and staff support. This in-person, 30-hour per week role operates Tuesday through Friday from 9:00 am to 5:00 pm at the MASS Boston office.

The starting pay ranges from $23.00 to $25.52 per hour, with eligibility for increases as funding allows. A monthly pro-rated stipend of $101.25 is provided to employees working 30 hours weekly, while health insurance is not offered.

Qualifications

Good oral and written communication skills.
Experience with Zoom video conferencing.
Experience with Google Suite and shared drives.
Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint).
Experience with Constant Contact, Squarespace, and Adobe Suite is a plus.
Experience with QuickBooks or other accounting software is a plus.
Patience and flexibility in working with coworkers with I/DD.

Responsibilities

General office duties and communications management (email/phone).
Organize and upkeep Google Drive filing system.
Prepare materials for meetings, Board of Directors meetings, trainings, and events.
Assist with payroll processing and annual expenses; manage bills and checks.
Coordinate calendars, Zoom trainings, and meetings; support scheduling.
Support MASS Flash newsletter and email campaigns via Constant Contact.

Skills

Oral and written communication

Zoom experience

Google Suite & shared drives

Microsoft Office Suite

Constant Contact / email campaigns

Squarespace

Adobe Creative Suite

QuickBooks / accounting software

Database management

Patience with I/DD

Tools

Zoom

Google Drive

Microsoft Office

Squarespace

Adobe Creative Suite

QuickBooks

Job description

Position Overview

Massachusetts Advocates Standing Strong is a statewide self-advocacy organization that supports, nurtures, and promotes self-advocacy in youth and adults with intellectual and developmental disabilities (I/DD). Our mission is to empower self-advocates so they can make choices that improve and enrich their lives.

Reporting to the Operations Manager and Executive Director, the Office Administrative Assistant provides administrative and staff support to the general organizational operations. The position provides necessary support and is responsible for a variety of tasks.

Work Schedule, Location, and Compensation

This is a Part-Time Non-Exempt position for 30 hours per week, 9:00 am to 5:00 pm, Tuesday through Friday at the MASS office. The position requires someone to work in-person at our Boston Office at 200 Portland Street, Boston. Our Boston office is located steps away from North Station with easy access to the T and Commuter rail trains.

The starting rate for this position is $23.00 - $25.52 per hour, depending on qualifications and experience, for 30 hours a week with the potential to increase hours as new funding is confirmed.

The organization does not provide health insurance, we provide a monthly pro-rated stipend of $101.25 to employees working 30 hours per week.

Key Responsibilities

General office duties:

Maintain daily email and phone correspondence; support and/or forward messages to appropriate staff

Assist in organizing and upkeep of Google Drive filing system

Answer information requests by phone or email

Process, sort, file, and send mail

Organize and update databases, shared drives, project plans, and spreadsheets as needed (importing, exporting, and manually input data)

Prepare materials for in-person and online meetings, Board of Directors meetings, training sessions, and other activities or special events

Assist in the editorial process for the MASS Flash monthly e-newsletter and other email campaigns via Constant Contact

Human Resource and Fiscal responsibilities:

Process bi-weely payroll and monthly mileage and expense reimbursements

Process incoming bills and outgoing checks

Categorize and record financial transactions in QuickBooks Online

Process accounts payable and accounts receivable transactions

Assist with payroll processing and month-end close procedures

Maintain confidentiality of coworkers' information

Ensure accuracy and back up documentation of all recorded transactions

Understanding of accounting principles and related practices

Assist in coordinating hiring procedures

Assist in onboarding new employees

Filing personnel documentation

Project, Calendar, Training, and Meeting Management:

Take notes at meetings and provide technical assistance as needed

Schedule meetings and trainings in-person and online via Zoom

Manage internal and external calendars

Be a resource to other colleagues sharing training tutorials of different tools and systems

Provide meeting support as needed (booking meeting space and registering guests at WeWork office, scheduling Zoom meetings, and troubleshooting related issues)

Assist in coordinating the annual conference and other fundraising events

Help write donor acknowledgement letters for conference sponsors and raffle donors

Coordinate transportation for self-advocates to attend offsite trainings through our Lyft Concierge account, or third-party companies if needed.

Assist and support self-advocate facilitators and trainers in updating their monthly calendars of meetings, trainings, data collection, timesheet submissions, and other activities