This position collaborates, communicates with and supports the organizational team at the Palmetto Trail. This includes supporting staff with routine and advanced duties. Working closely with the Executive Director and other employees to organize files, create correspondence and prepare reports or documents. The role job handles a range of clerical tasks including managing calendars, sorting mail, preparing invoices, supporting event planning and attending company events.
The role involves a mix of creativity, analytical skills, and organizational skills to be successful managing multiple priorities.
Primary Responsibilities
Financial (20%):
- Support accountant in balancing financial platform reports
- Monitor reimbursements; Including but not limited to - gas accounts, credit cards, other retail cards, and employee reimbursements
- Process deposits of all incoming checks for donations and sponsorships
- Collaborate with accountant to resolve any issues that arise from payments of invoices and payment to all vendors
- Submit monthly invoices for subcontracting services
- Create invoices for event and trail sponsors
- Obtain approval of bills/reimbursements, document and classify those items before processing for by the accountant
Events and Programming (20%):
- Coordinate with the Digital Marketing Assistant to support updates to the Palmetto Trail website
- Support, if necessary, any organizational and communication plans developed by the Digital Marketing Assistant
- Responsible for all donor, sponsor, trail share, thru/passage hiker thank you letters and certificates
- Create event registrations
- Direct all incoming emails/calls to proper outlet within the organization
- Responsible for handling all event sponsorship duties after they have been secured by outside development
- Examples of events are, but not limited to, True to the Brew, Women’s Weekend, National Trail Day, etc.
Staff Support (60%):
- Assist Executive Director and employees with daily tasks as needed
- Monitor and set up employee email accounts for any new hires
- Manage the onboarding of new employees (i.e. Background checks and employment verification) and assist with other HR duties as necessary
- Responsible for maintaining accurate account users and distributing access within specific platforms
- Responsible for ordering and printing all staff workwear
- Ordering trail signage for Coordinators
- Order promotional items for events
- Handle upkeep and repairs within the PT office
- Work with vendor to ensure office phones, general equipment and any internet issues are resolved timely, and office staff are supported
- Maintain and purchase office supplies
Additional Responsibilities
- Handle general upkeep and repairs
- Maintain office phones, internet and organizing technical support for employees
- Maintain and purchase office supplies
- Working with the Palmetto Trail Coordinators and field teams as needed
- Other duties as assigned
Core Competencies
To perform the job successfully, the employee should demonstrate the following competencies:
Organizational Leadership/Management - understands the needs of the organization and partners in order to provide accurate, complete and timely service and to further the mission, values and goals of the organization
Ability to Multi-Task - The ability to handle multiple tasks and assignments, prioritize more important tasks while maintaining a good handle on others: reports in a timely manner and barriers to task completion leaving ample opportunities for supervisor to adjust deadlines
Results-Oriented - a genuine concern for effectiveness and efficiency. Possesses the desire to get the job done with excellence, mentally, is focused on getting the best results for action taken; does not settle for mediocrity
Initiative, Innovation and Creativity – Works independently and demonstrates the ability to think out of the box and develop new and creative ways of addressing current responsibilities. Shows a process improvement mindset.
Communication Skills- Speak clearly: writes effectively and responds persuasively to written communication in positive and negative situations. Listens to supervisors and co-workers and community partners effectively and respectfully. Demonstrates the ability to effectively communicate at external meetings and to share information and ideas at staff meeting.
Required Minimum Education and Experience Requirements
- At least two to five years of prior related administrative professional experience
- 4-year college degree preferred
- Excellent computer/technology skills
- Excellent communications skills
- Excellent interpersonal skills
General Physical Requirements
Physical Activities: Employee is required to exert 15lbs of force occasional and /or a negligible amount of force frequently or constantly to lift, carry, push, and pull or other wise move objects
Working Conditions: Employee is subject to both inside and outside environmental conditions
Travel: Employee may be required to travel throughout the State as needed to support events and programming
Job Types: Full-time, Part-time
Pay: $15.67 - $17.37 per hour
Expected hours: 20 per week
Benefits:
- Flexible schedule
Schedule:
- 4 hour shift
- 8 hour shift
Work Location: In person