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Operations & Administrative Assistant Position

 

Summary: The position of Operations and Administrative Assistant serves to provide diverse critical administrative support needed by Habitat for Humanity of Cape Cod and its departments and senior staff. While reporting directly to the Operations Manager, this staff person has direct responsibility for certain functions, and works in a clerical/administrative support role in other areas, as described below. Database management, reception, filing and other duties are also included. The organization relies on having an administrative support specialist who exhibits a high degree of responsibility for accuracy, follow-through, and gracious communications in their routine work, as well as observing confidentiality and maintaining a positive and welcoming manner towards all staff, volunteers, applicants, Habitat homeowners, and other contributors and community members. 

Responsibilities:

Note: that many functions for one department are interrelated to other departments.

Fiscal/Resource Development/Data Base:

  • Responsible for managing and maintaining the organization’s database, pulling custom reports as requested by the Director of Resource Development, making all entries (or supervising volunteers in same if/when applicable)
  • Generate all letters of acknowledgement for cash or in-kind contributions
  • Maintain the ledger of donations and other income
  • Make bank deposits (primarily remotely from our office)
  • Retrieve information about other payments(to Habitat) income from web-based and other sources
  • Prepare Accounts Payable for Habitat’s accountant, obtaining additional support information/documentation, as required (W-9’s, insurance certs etc.)
  • Maintain related records
  • Prepare loan draws and requests for funding from awarded grants, and maintain related e-files and spreadsheets

Construction Department: Provides any administrative support needed by the Director of Construction, including but not limited to:

  • Preparing and organizing invoices, bills, etc. for payment approval by the Director of Construction
  • Assist in submission of orders of in-kind materials; follow up on other orders or communications with vendors/constructors, as requested
  • Conduct related communications with Town, contractors, vendors, homeowners, as requested

Human Resources and Insurances:

  • Assist the Operations Manager with tasks as may be delegated from time to time including, but not limited to conducting CORI/SORI background screenings, financial and workers compensation audit prep, and bond/insurance certificate requests

General office work and support to other staff members and volunteers:

  • Reception
  • Process mail, including forwarding scanned copies of contents, as indicated
  • Assist in preparation of Board packet and/or other mailings/e-mailings as requested
  • Maintain files and e-files with care and accuracy
  • Office supply procurement
  • Graciously assist volunteers and staff in the office with office equipment/technology, etc
  • Provide guidance to those needing assistance with administrative tasks
  • Create/Maintain address lists, mailings, other
  • Provide support requested by other staff and consultants, from time to time

Qualifications and Skills           

  • A gracious and welcoming manner, personable and positive demeanor, ability to thrive in a collaborative office setting, that includes volunteers
  • Ability and willingness to adhere to all confidentiality standards
  • Aptitude for entry level bookkeeping; related experience including QB a strong plus 
  • Expertise in database management
  • Proficient computer skills, particularly MS Office; facility with common online applications
  • Possessing a high degree of motivation and initiative, and ownership of responsibility for assigned tasks
  • Ability and willingness to complete routine, detailed, clerical, and filing tasks in a timely fashion with a high degree of accuracy
  • Excellent communication and organizational skills
  • Strong project management skills, applying good judgement as to meeting priorities, deadlines and timelines
  • Understanding and support of the mission and work of Habitat for Humanity
  • Ability to gain familiarity with and keep abreast of current programs and plans
  • Associates degree or higher helpful
Reports To: Operations Manager
Additionally, this staff person works most closely with Executive Director, Director of Resource Development, and Director of Construction, and our accountant in responsibilities described above. 
 
Hours: Full time position, 40 hours per week, generally 8:30 – 5:00 with half hour unpaid lunch.   
 
Other information:
Non-exempt/hourly.
Involves handling of confidential information and affiliate resources.
Position offer will be conditional on a criminal background check and a credit check.