Administrative Assistant

Position: Administrative Assistant to the Executive Director

Classification: Non- Exempt 32 hours weekly

Reports To: Raffa Executive Director

Description: The Administrative Assistant for Raffa serves as an assistant to the Executive Director of the organization. The Administrative Assistant will work closely with the Executive Director to carry out bookkeeping duties, administrative tasks, and assist with donor relations as needed to help accomplish the mission of Raffa.

Qualifications/Background:

• Minimum of a high school diploma
• Approved DPS, Criminal and CPS background checks
• At least 2 years administrative experience
• Demonstrate knowledge and use of QuickBooks accounting software and understand basic accounting principles to perform the duties of financial administration
• Strong qualities of spiritual leadership, discipleship, and ability to encourage staff and volunteers
• Strong interpersonal skills, oral and written communication skills, organizational, and basic computer skills, excellent attention to detail
• Demonstrated decision-making, problem-solving, planning, and implementation skills
• Demonstrated maturity, stability, confidentiality, and initiative resulting in the ability to carry out responsibilities with minimal supervision
• A minimum of two-year commitment for this position is preferred
• Have faith in God and have accepted salvation through His son, Jesus Christ; daily living in a relationship with God that would be evident in your life, through word and deed
• Have strong commitment to the Mission of Raffa and be in full agreement with Raffa’s Statement of Faith, Core Values Statement, and Mission Statement. 
• Attend church on a regular basis
• Willingness to pursue ongoing training
• Willing to and able to travel, as necessary
• Occasional nights and weekends required to participate in community events and training as needed

Physical Requirements:

• Must be able to lift and carry 40+ pounds up to waist high level
• Must be able to bend, stoop, crawl, walk, reach, climb on a step stool or ladder, and be able to be sedentary or stand 50% of the time
• Must be able to hear, see, and speak in order to communicate with clients and volunteers efficiently

Executive Director Support:

• Provide administrative assistance to the ED, to include scheduling appointments, composing and creating correspondence, compiling informational letters, brochures, etc.
• Maintain the ED’s calendar and inform ED of any scheduling conflicts
• Provide support as needed for all meetings and events in which the ED will be involved
• Confirm accuracy of KPIs and reporting for Raffa for all grants and required reporting
• Respond to requests and inquiries from external sources and from other entities on behalf of the ED 
• Preparation of all necessary documentation for board meetings and all presentations 
• Provide assistance with grant preparations to include gathering all pertinent data to be submitted to the ED for review and approval

Administrative Support:

• Maintain office supplies, brochures, and forms for donor relations
• Proofreading/editing articles for newsletter, brochure content, and web content
• Ordering marketing materials as needed
• Provide support for marketing strategies by visiting all social media sites, landing pages for continuity and accuracy
• Maintain current background check documentation for all staff, volunteers, and board members

Church & Community Engagement:

• Maintain donor database with correct information to include website, pastor name, Raffa campaigns, contact information, Missions pastor, etc.
• Confirm that pastor information is correct and notify ED of any changes
• Conduct research to identify key stakeholders in the community to whom the ED can connect
• Assist with annual fundraising and community events with guidance from ED

Financial Duties:

• General bookkeeping procedures: entering, maintaining, and balancing accounts payable and accounts receivable
• Complete weekly accounting procedures of entry, payments, and deposits
• General procedures for payroll, taxes, and payment of bills in a timely manner
• Maintain Quickbooks entries with correct accounts and classifications
• Engage with donors to address any donor account inquiries
• Coordinate with CPA to prepare Quickbooks and bank statements for monthly financial reports
• Ensure that all payroll tax deposits and quarterly reports are completed
• Ensure that annual W-2s and 1099s are prepared correctly
• Prepare donation receipts are sent in timely manner

Preferred Experience:

• Experience with Canva
• Graphic Design experience

This is an non-exempt position. Your work week is limited to 32  hours, calculated Monday to Sunday. Hours worked must be logged into the ADP app. No overtime is authorized without prior approval from the Executive Director. Raffa retains sole discretion to determine when employees must work greater than 40 hours per week. Working unauthorized overtime hours may lead to disciplinary action and even termination. 

Raffa does not enter into employment contracts with its staff employees. This job description does not constitute a contract of employment and can be amended at any time. This description does not create contractual rights or obligations. All employment with Raffa is on an at-will basis and Raffa reserves the right to terminate any employee at any time, with or without cause.