Operations and Program Assistant

Do you enjoy coordinating multiple tasks and projects? Do you enjoy managing databases and completing accounting functions?

HR Advantage is seeking a motivated and detail-oriented Operations and Program Assistant for a Springfield-based client employer. This position has a critical role in the achievement of the organization’s goals. This position will assist and support the organization to ensure that all office, clerical, and administration duties are effectively maintained.

FLSA STATUS:

Non-Exempt

POSITION DUTIES AND RESPONSIBILITIES:

  • Provide administrative support to the Executive Director and Board Members; prepare Board packets, minutes and other verbal/written reports and correspondence.
  • Organize and compose office correspondence, financial and other reports as assigned.
  • Prepare and process documentation associated with Restore SGF’s various grant programs, including but not limited to application review, preliminary commitment letters, grant agreements, mortgage recording, draw/reimbursement requests, payments, and database
  • Develop and update various program materials, such as our Block Challenge Grant Program and Down Payment Assistance Program.
  • Devise new forms or systems to improve efficiency of workflow.
  • Greet visitors and callers, ascertains nature of business, directs accordingly.
  • Facilitate operational system implementation and ongoing maintenance, information, and database management.
  • Assist clients with loan and grant Tracks communication with clients.
  • Perform accounts payable and accounts receivable accounting functions.
  • On a weekly basis, reviews invoices scheduled for payment and special check requests, printing and processing those checks.
  • Attach duplicate copy of checks to original invoices & file in permanent records.
  • Reconcile accounting reports, monthly.
  • Engage the community through the use of electronic and social
  • Develop social media content plans, including creating consistent, meaningful content.
  • Communicate with social media followers, including responding to inquiries in a timely and professional manner.
  • Assist in the development of the outreach and marketing strategy, and develop inventive methods to foster a positive perception, generating public awareness and understanding of our services.
  • Assist with program and project evaluation, including progress measurement towards revitalization plan goals and outcomes.
  • Responsible for operation and maintaining office equipment; arranges for maintenance and repairs when necessary. Makes recommendations for new or additional office equipment.
  • Oversee inventory of office supplies; responsible for requisition of office supplies.
  • Maintain a professional image; demonstrate integrity and upholds confidentiality.
  • Continually enhance personal and professional development.
  • Stay up to date on best office practices and emerging trends in social media.
  • Perform other duties as required of position or assigned.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:

  • High School Diploma or equivalent
  • Associate or bachelor’s degree in a related field preferred
  • Two years of experience, or a combination of education and experience that provides equivalent knowledge, skills, and abilities
  • Knowledge of general office procedures
  • Strong organizational skills and attention to detail
  • Excellent customer service, courteous and friendly demeanor
  • Strong written and oral communication skills
  • Self-starter with outstanding follow through
  • Experience in developing marketing strategies and promotion of organization

PHYSICAL DEMANDS AND REQUIREMENTS:

  • Ability to regularly operate a variety of office equipment including, but not limited to computer, keyboard, tablet, telephone, fax machine, calculator/adding machine, photocopier, or two-way radio.
  • Ability to regularly apply eye, hand, feet, and limb coordination in performing semi-skilled movements such as data entry, operating office equipment.
  • Ability to occasionally exert light physical effort in sedentary to light work, typically involving lifting, carrying, reaching overhead, pushing, and pulling 50 pounds.
  • While performing the duties of this position, the employee is regularly required to walk, stand, use hands and fingers to handle or feel; use sight, talk and hear.

ENVIRONMENTAL CONDITIONS AND EXPOSURES:

Normal working conditions in an office environment without exposure to extreme factors. Nearly all office work will be performed indoors. May on occasion be exposed to loud sounds and distracting noise levels, such as from office equipment. Occasionally, position will require being outdoors.

*****Please send questions and/or resumes to seth@hradvantageweb.net

 

 

 

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