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Administrative Assistant - Part-time

Company: Jekyll Island Authority
Location: Jekyll Island
Posted on: November 22, 2021

Job Description:

Job Title: Administrative AssistantDepartment: FoundationStatus: Regular, Part-time employeePay: $15.00 per hourReports to: JIF Executive DirectorBenefits: Amenities pass for employee & family.Retirement: State Employee Retirement System (GDCP).Closing date: Open until filledJekyll Island is dedicated to maintaining the delicate balance between nature and humankind through conservation, education, and preservation. Surrounded by salt marshes, expansive oceanfront, and ancient maritime forests, it is situated within the chain of the Golden Isles, and just a few miles from St. Simons Island, Sea Island, and Brunswick. As a State Park, Jekyll Island is a coastal haven where nature and humans peacefully co-exist.Job Summary:Under general supervision, coordinates professional administrative support for the Jekyll Island Foundation and Board of Directors. Responsibilities include management of phone calls, visitors, and donor database; basic accounting functions, coordination of travel, meetings, appointments, and drafting/typing of correspondence. Responsible for the coordination of workflow and follow-up with delegated tasks to ensure progress to deadlines. Ensures that all materials, documents, and communications are maintained in strict confidence and in compliance with established policies and procedures.Description:* Manages all administrative detail, clerical, and basic accounting functions for the Jekyll Island Foundation.* Updates and manages database in an orderly manner to ensure information is accurate and may be extracted quickly and with flexibility.* Compile information needed to generate reports for the solicitation of grants, complete projects, and accurately respond to questions and concerns.* Prepares weekly/monthly financial reports as specified.* Assists in the preparation and completion of the annual audit.* Composes letters, memorandums, and reports prepare documents for signature.* Prepares materials for Board meetings to include copying and collating meeting materials and assisting with board meeting communications.* Produce minutes of all board meetings and a list of action items for immediate distribution.* Makes travel arrangements to include itinerary, trip file, and supplies.* Maintains complete confidentiality of all records, documents, conversations, and communications from the Foundation office.* Maintains an accurate and efficient filing system of accounting paperwork.* Acts on the Foundation's behalf as directed in promoting the interests of the organization and Island serves as a liaison between the Foundation office and other staff members, general public, customers, and outside representatives.* Answers the telephone, directs calls and relays messages efficiently and accurately.* Accepts invoices and deliveries.* Prepares daily/weekly deposits, opens, sorts, and distributes incoming and outgoing mail.* Responsible for maintaining office supplies.* Demonstrates exceptional customer relations skills, handling any customer/donor problems that arise appropriately according to established procedures and specific situations.* Creates and maintains a high-performance environment characterized by a positive attitude and a strong team orientation.* Performs other duties as assigned.Qualifications:* High School Degree or a recognized equivalent is required.* Associates degree in Business Administration, Secretarial/Office Science, or related experience in non-profit organizations preferred.* Minimum of five years' experience in administrative support and/or three years working with foundations or donor organizations preferred.* Must have general computer knowledge to include word processing, spreadsheet applications, database construction and management, and scheduling software. Experience with SAGE Fundraising 50 Software is a plus.* Strong organization and oral and written communication skills are required.* Must be proficient in Microsoft Office applications (Word, Excel, PowerPoint, Publisher preference).* Must have a valid Driver's License.Physical Requirements/Working Conditions:* Exert up to 35 pounds of force occasionally and a negligible amount of force constantly to move objects.* More than 50% of the typical workday will be spent reaching, grasping, and using repetitive motions of the wrist, hands, and fingers.* Between 25% and 50% of the typical workday will be spent walking.* Less than 25% of the day is spent climbing stairs, crouching and/or stooping, kneeling, standing, pushing, pulling, and lifting.* Must have visual clarity to prepare and analyze data and figures, transcribe use of computers, and expansive reading.* Sensory abilities required include vision, feeling, and touching with more than 50% of the day spent talking and hearing.* Majority of work will be performed within an indoor office environment. Typically work is not conducted in adverse environmental conditions.* Noise level is considered quiet to normal.This description of job responsibilities is intended to reflect the major responsibilities and duties of the job but is not intended to describe minor duties or other responsibilities that may be assigned from time to time.This position is subject to close at any time once a satisfactory applicant pool has been identified. Applicants who complete the online application process will receive an email receipt of submission to the email address provided. If the email confirmation is not received, the applicant may contact Human Resources at for confirmation, however, due to the volume of applicants received, we are unable to provide information on application status after receipt.All qualified applicants will be considered, but may not necessarily receive an interview. Incomplete applications or applications without accompanying documents when required will not be considered. Selected applicants will be contacted for the next steps in the selection process. Relocation expenses are not authorized, applicants should consider this when applying.Jekyll Island Authority is an Equal Opportunity Employer. The Authority supports equal employment opportunities for all persons without regard to race, color, religion, sex, national origin, age, veteran status, or any other status protected by law.

Keywords: Jekyll Island Authority, Jacksonville , Administrative Assistant - Part-time, Administration, Clerical , Jekyll Island, Florida

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