DAY IN THE LIFE

About Us:

Our Foundation is a dynamic and growing Non-Profit dedicated to strengthening relationships and building a community for Military Families through quality, fun activities. We pride ourselves on our commitment to provide an impact by reducing the stressors of military life and fostering a positive work environment. We are looking for a motivated and organized Office Assistant to join our team and contribute to our ongoing mission.

We operate in accordance with state labor laws and best practices, and all employees are hired under at-will employment conditions. A standard 6-month probationary period is implemented for all new hires.

Job Summary:

The Office / Financial Assistant will perform a variety of administrative and bookkeeper tasks to support the efficient operation of the office. This role involves handling office communications, managing files, and providing excellent customer service to both internal and external clients.

Key Responsibilities:

Administrative Support: Assist in the day-to-day operations of the office, including answering phones, directing calls, and responding to emails.

Financial Assistant: Provide accounting and clerical support; update financial accounts and records, including recording donations, tracking invoices and payments, and maintaining a system for organizing financial documents.

• Documenting financial transaction details and monitoring the transactions
• Prepare bank deposits and general ledger posting
• Assist with preparing financial documents
• Research and track accounting or documentation discrepancies
• Working with the Finance Director as needed
• Assist with grant reports, as needed
• Receiving and endorsing checks
  
  

Documenting cash and preparing cash receipts

Storing deposit and withdrawal slips

Training staff and volunteers on following financial policies

Detailing prohibited financial practices

Handling online payments, petty cash, credit cards, and debit cards

Documentation: Prepare and manage correspondence, reports, and documents.

Maintain filing systems and ensure documents are organized and easily accessible.

Scheduling: Coordinate and schedule appointments, meetings, and conferences.

Manage calendars and ensure all parties are informed of upcoming commitments.

Customer Service: Greet visitors and assist as needed. Handle inquiries from clients and the public with professionalism and courtesy.

Office Supplies: Monitor and maintain office supplies inventory. Place orders as needed to ensure adequate stock levels.

Data Entry: Input and update data accurately in company databases and spreadsheets.

Mail Handling: Sort and distribute incoming mail and packages. Prepare outgoing mail and shipments.

General Office Duties: Perform other related duties as assigned to support the smooth operation of the office.

MUST HAVE

Qualifications:

Education: High school diploma or equivalent. An associate's degree or office administration certification is a plus.

Experience:

• Proven experience as an office assistant, administrative assistant, or similar role
• QuickBooks Online and basic bookkeeping experience desired
• Non-Profit general accounting and audit principles (GAAP) experience desired
• Grant reporting experience desired, but not required
  
  

Skills:

• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook)
• Familiarity with QuickBooks Online
• Bookkeeping and basic accounting procedures (GAAP)
• Aptitude for numbers and strong math skills
• Excellent written and verbal communication skills
• Strong organizational and time management skills
• Ability to multitask and prioritize tasks effectively
• Attention to detail and problem-solving skills
• Friendly and professional demeanor
  
  

Other Requirements: Ability to lift and carry office supplies and equipment as needed.

TRAINING

To be discussed further in the interview process.

Benefits

Benefits:

• Competitive salary
• Opportunities for professional development and career advancement
  
  

Part-Time - Flexible

20-25 hours per week

Times also flexible...

Could be M-F 8-12 or 9-1

Could be 8-1 or 9-2

Could be 4 longer days equaling 20-25 hours and off a day

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Notes

Other Duties

This is not necessarily a complete list of responsibilities, skills, duties, or requirements associated with the job. While this list is intended to be an accurate reflection of the current job, the Company reserves the right to revise the functions and duties of the job or to require that additional or different tasks be performed when circumstances change, (i.e., emergencies, changes in personnel, workload, rush jobs, or technological developments.)

EEO and Harassment Statement

Instant Teams provides equal employment opportunities (EEO) to all applicants, contractors, and employees without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. This policy applies to all terms and conditions of work, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Instant Teams expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of Instant Teams’ contractors and employees to perform their job duties may result in discipline up to and including discharge.

About Us

As a customer experience (CX) marketplace, Instant Teams partners with nation's top brands and companies through a suite of talent solutions that range from building out remote support teams to identifying a direct hire - all by sourcing from their remarkable and diverse talent community. As a mission-centric company, they have a proven track record of generating thousands of remote job opportunities and have significantly improved the financial well-being of military families, generating over $40 million in economic impact.

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