BASIC FUNCTION: Provide bookkeeping, membership and administrative services for the executive office of the AOS.
Working under the supervision of the Operations and Administration Director, the Administrative Assistant will perform a variety of general administrative, clerical, and bookkeeping tasks central to the efficient functioning of the executive office, and to support the virtual operations of the international organization. The incumbent will both take direction and work independently to achieve the Society’s operational goals and objectives in a professional manner.
Coordinates administrative activities of the Society executive office in an effective, timely, and accurate manner, as outlined below:
Performs clerical functions such as processing mail, preparing correspondence, receiving visitors, and maintaining adequate supplies of the executive office;
Maintains the inventory of Society equipment held in the executive and remote offices; coordinates any required repairs; schedules upgrades as required;
Completes and distributes internal and external correspondence, legal documents, form letters and other documents as directed;
Works cooperatively with team members, volunteers and contractors to ensure successful achievement of work plan activities;
Maintains organized paper and electronic files, documents and records of the organization;
Ensures the safeguarding of all confidential files on hard drives and in secure, cloud-based environments;
Assists with meeting preparation, scheduling and organization of meeting materials and minutes;
Arranges for Society personnel travel, including making hotel accommodations and land and air transportation bookings; conference registrations; preparing travel forms and documents;
Implement and test online tools and processes; recommends refinements to improve efficiency and effectiveness in achieving goals and objectives;
Understands and adheres to all organizational policies and procedures;
Performs financial and bookkeeping functions for the Society in an efficient, timely, and accurate fashion, as outlined below:
Regular entry of membership transactions to ensure accuracy and data reliability;
Assists in the development and maintenance of electronic calendars and schedules related to financial deliverables, due dates and deadlines; automates reminders; ensures effective communications regarding schedules and deadlines;
Prepares expenditures, payment authorization forms and other administrative documents for required authorizations;
Produces and or maintains various financial spreadsheets, reports, documents, forms, powerpoint presentations and financial correspondence as required, for internal or external audiences;
Performs entry of receivables and payables in the accounting system, ensuring necessary authorization is received according to financial procedures;
Assists operations and administration director in preparing financial analyses and summaries on a monthly, quarterly, and annual basis;
Regularly reviews progress on standard deliverables and takes appropriate action to ensure timely completion of tasks;
Assists in maintaining an accurate and up to date financial records system (including proper coding and classification of electronic and hardcopy files).
POSITION REQUIREMENTS AND SPECIFICATIONS:
One of the following:
Associates Degree in Nonprofit Management, Business, Accounting, Secretarial Science or other directly relevant field.
High school diploma plus 3-5 years related experience.
Other equivalent combination of training and/or experience.
Demonstrated experience in bookkeeping: accounts payable and receivable. Experience with financial software required (Quickbooks, Peachtree, or other software)
Computer proficiency with Microsoft Office (Windows, Word, Excel, PowerPoint) required. Experience with web-based database and file sharing applications preferred.
Ability to type a minimum of 35 words per minute required.
Organization and prioritization skills required.
Self-motivated with a commitment to accuracy and detail.
Able to overcome obstacles, work independently, solve problems, and manage multiple projects to completion.
Strong communication skills.
Able to maintain strict confidentiality.
The American Ornithological Society is an Equal Opportunity Employer. We seek and welcome a diverse pool of candidates in this search.Applications received by 29 October 2017 5 PM CENTRAL will be assured full consideration. Submit cover letter and resume as attachments in order to apply for this position.
Additional Salary Information: This is a full-time, permanent position.
Salary range is $30,000 - $34,000 annually, based on skills and experience.
Benefits: PTO & paid holidays, employer matched IRA contributions and health & wellness stipend.
The American Ornithological Society (AOS) is an international society devoted to advancing the scientific understanding of birds, enriching ornithology as a profession, and promoting a rigorous scientific basis for the conservation of birds. As one of the oldest, and the largest ornithological society in the world, AOS produces scientific publications of the highest quality, hosts intellectually ...engaging and professionally vital meetings, serves ornithologists at every career stage, pursues a global perspective, and informs public policy on all issues important to ornithology and ornithological collections. The AOS is distinguished by its tremendous collective expertise, including eminent scientists, conservation practitioners, early career innovators, and students.