Administrative Assistant, Full-Time, Non-exempt

Pay Scale

$17.47 – $27.08 per hour

Closing Date

7/30/2023

Essential Duties

The duties listed below are not all of the duties that may be assigned but are those that are considered as essential for an employee to perform.

• Provide daily administrative support for director and staff as needed; assist with scheduling meetings and calendar reminders for directors; coordinate director’s travel arrangements and expense reports; execute required Human Resources documents related to job postings, staff hire and separation, training sessions, FMLA, and status changes.
• Process county payables through MUNIS; serve as P-Card liaison, allocate transactions, and maintain paper files, copies of account payables, update and store properly at end of each fiscal year. Monitor county budget, assist with budget creation and MUNIS entry and complete reports for director. Maintain database of annual museum dues and subscriptions.
• Process all museum board of trustees payables and receivables through QuickBooks, mail payables and make bank deposits. Obtain vendor W-)9as needed. Maintain department petty cash, process staff reimbursements, and reconcile monthly. Monitor board budget and complete reports for director. Oversee annual audit of board of trustees accounts and provide reports to director.
• Attend b-monthly board of trustees meetings, record meeting minutes, and forward to director for review. Attend additional board committee meetings as assigned. Assist the director with board meetings, track board terms, and update director. Manage and coordinate annual all member meetings including creating invitations, reports, and mailing invitations.
• Maintain museum financial and organizational records. Oversee the storage of yearly minutes, receipts, payables, and institutional information in designated systems. Work with the director to organ ize past records and assist in any licensing requests and accreditation documents needed for department partnerships and institutional memberships.
• Assist the director and the supervisor team in managing grants, sponsorships, and financial gifts for the museum. Maintain grant database, track receipt of gran and sponsorship expenditures. Provide updates to designated supervisors.
• Act as point of contact for the director and the administration department; answer museum’s main phone line; pick up and process mail daily; maintain and order office and postage supplies; enlist facility repairs an IT requests as directed by the director and/or supervisors.
• Manage museum’s membership/donor database; send renewal reminders to members, prepare and send renewal/donor thank you letters and update past Perfect database as needed.
• Process museum store, donor/membership financial gifts, rental payments and program ticket sales daily. Record information in appropriate files, and make weekly bank deposits.

Minimum Qualifications

Graduation from an accredited High School with 4 years clerical experience required; Associate’s Degree with 2 years clerical experience or a Bachelor’s Degree in Business Administration or closely related field preferred. Must have knowledge of computer and other technical terminology used within the department. Only applicants chosen for an interview will be required to take a typing test. This position may include weekends and nights on occasion. A valid driver’s license is required. The candidate selected must undergo a criminal background check and pass a drug screening test prior to employment.

SPECIAL KNOWLEDGE ABILITIES, SKILLS, PHYSICAL REQUIREENTS, AND OTHER FACTORS: Experience working in administrative, clerical support or in other related work. Experience with MUNIS and QuickBook systems preferred. Requires exerting up to 20 lbs. of force occasionally, and/or up to 10 lbs. of force to move objects. Must be able to walk, grasp, hear, kneel, lift, and have mental acuity, repetitive motion, stooping, talking and visual acuity.

Application Procedures: Please visit https://egov.gastongov.com/JobApplications/ to submit an application, cover letter, and resume. Only applicants invited for interview will be contacted.