Wednesday, July 30, 2008

Administrative Assistant, Botanic Garden of Western Pennsylvania - Pittsburgh, PA

Posted: 7/30/08

Reports to the President
Responsive to other staff members
Works with volunteers and Board members as required

RESPONSIBILITIES

Administrative/Office Management:

Database management – fundraising, membership, event, and Bloom (pull reports, data entry, mailing lists)
Prepare and distribute Stepping Stones newsletter
Monthly board meetings – attend each meeting, order refreshments, take minutes, publish and distribute minutes
BGWP meetings – attend other meetings as required, take minutes, order refreshments
E-mail blasts
Answer phone and greet walk-in guests
Prepare letters
Process and distribute mail
Create a filing system and label cabinets
Order supplies and keep them organized
Keep a supply of letterhead, BG envelopes, and stamps
Coordinate maintenance of all computer systems and office equipment

Memberships/Donations:

Prepare membership letters and labels for the volunteer to stuff and mail each month
Prepare annual fund campaign letters
Process memberships and donations and track all gifts in database

Events:

Process orders for events and track in database
Create a binder for each event and keep copies of all registration forms in the binders
Keep track of the plant sale spreadsheet
Help unload the plants from the trucks
Help with set up and take down for all events
Assist with other details of the events as needed

Financial:

Keep track of financials in Quickbooks
Process payments for memberships, donations, and events (checks, credit cards and cash including sales from the web site)
Prepare and make bank deposits
Process invoices
Work with Bookminders to document and track BGWP financials

EXPERIENCE

Bachelors degree in Business, Management, Finance, Communications or related field
3-5 years in administrative, accounting, and/or database management position
Proven successes in managing a variety of assignments simultaneously while maintaining strict attention to detail

SKILL

Proficient in Microsoft Office, Outlook, Quickbooks, and DonorPerfect or similar database management system
Excellent communication skills both written and orally
Demonstrates a high degree of organization
Able to work as a team member
Excellent computer skills

WORK CONDITIONS

Must be able to sit for extended periods of time
Must be able to operate computer equipment and copier
Must be able to lift up to 40 pounds
Evening, weekend, and extended hours required occasionally

TO APPLY: Please submit resume via e-mail to: mcutler@botanicgardenwpa.org

Please mention that you heard about this opportunity from Dewey & Kaye Jobs Watch in your cover letter when applying for this position.

The Dewey & Kaye division of McCrory & McDowell LLC provides strategy development, planning, financial sustainability, facilitation, training and executive search services to help nonprofits, foundations, community collaboratives and government agencies address strategic, operational and administrative issues.

Founded in 1951, McCrory & McDowell LLC today ranks as one of the largest accounting and consulting firms in the region, offering a wide range of services through distinct, but integrated groups that include Dewey & Kaye, Diversified Medical Management, Three Rivers Institute, and McCrory & McDowell's accounting, tax, and business consulting practices.