Summary

The Administrative Assistant works under the supervision of the Executive Director and is responsible for the day-to-day operation of the office of the Historic Preservation Alliance of Arkansas. Key components of the Administrative Assistant responsibilities are maintaining the Alliance’s financial and membership records and implementing all procedures necessary for efficiently running the Alliance office.

Duties and Responsibilities

Promotes membership development and maintains membership records, generates membership reports and handles membership related mailings (e.g., new member solicitations, renewal requests, thank-you letters).

Maintains financial records and generates necessary financial reports, including payroll, monthly financial statements, accounts payable and receivable, reports on fundraising activities and grant projects, and information for annual audit. Prepares checks, balances accounts, and keeps Executive Director informed on financial issues. Makes financial reports to Executive Director and Board of Directors.

Handles the Alliance’s mail: picks up mail from the post office box each day, opens it and routes to the appropriate person; orchestrates bulk mailings; ensures that necessary postage is on hand in the Alliance office; takes outgoing mail to the postal facilities at the end of each day.

Maintains personnel records

Assists the Executive Director with updating the Alliance website, developing the quarterly newsletter and producing other printed and/or electronic promotional materials.

Answers the telephone, routes calls to appropriate persons, takes messages, and responds to basic questions for information about the Alliance and its programs.

Assists persons who come into the Alliance office for information.

Monitors Alliance supplies in consultation with the Executive Director and makes purchases when necessary.

Attends Alliance board meetings to provide information on financial and membership reports(;) assists as necessary with other Alliance activities and programs.

Carries out related duties that the Executive Director may assign from time to time.

Qualifications

The Administrative Assistant should have at least a high school diploma, along with demonstrated computer skills and experience in bookkeeping and office management. A bachelor’s degree is preferred. Self-motivation and the ability to work independently are essential, as is the ability to work with the public. Experience with Microsoft Office Suite and QuickBooks is necessary. A background and/or interest in historic preservation is desirable. Employee must comply with Arkansas Law regarding automobile insurance.

The Administrative Assistant is a part-time (2.5 days/20 hours per week), hourly employee. The duties of the position occasionally require the Administrative Assistant to work evenings and weekends on Alliance programs, projects, events, and activities.