Administrative Assistant

· The position of Administrative Coordinator is a multi-task position responsible for providing administrative and secretarial support to the PNA Management team. Offers a work from home schedule during the day with in-person monthly meetings or as needed to plan events. Work occurs during business hours during the day.

· The direct supervisor is the President of PNA.

· The AC is responsible for the day-to-day operations of PNA including sharing messages as requested

· The AC maintains all forms, records, email lists and mailing lists. Updates need to be made in a timely fashion ready for any requests by members or committees.

· The AC is responsible for correspondence and other needs as directed.

· The AC must be proficient in the use of office machines including, but not limited to, computer, scanner, fax, copier, laminator, labeler, etc.

· The AC gathers data and compiles reports

· The AC is a vital part of the PNA team providing administrative and secretarial support.

Day to Day Operations

· Orders supplies and picks up when necessary.

· Maintains an inventory of office supplies and PNA equipment (coolers, tablecloths, etc)

· Answers the phone to provide information to the public, prospective members, and members.

· Retrieves voice mail and email messages and routes to the appropriate person in a timely fashion.

· Types letters, minutes and reports as needed for the Board of Directors.

· Facilitates the distribution of board minutes, committee reports, etc.

· Maintains Board Minutes book, along with other information for the Board of Directors.

· Sends email notifications to members regarding meetings and PNA sponsored activities.

· Organizes and coordinates monthly meetings from A-Z.

· Solicits, organizes and notifies monthly refreshment sponsors

· Maintains a calendar of events, timelines for completion and most asked questions on the desk when answering the phone.

· Assists PNA committee chairs with events and activities including Professional Conference, Senior Expo, Golf Tournament, Senior Safari, Lunch and Learn, etc.

· Files and maintains records of PNA

· Receives, date stamps, sorts and distributes mail.

· Assists with all special events and board parties.

· Assists with all major events as directed by Chairs and Board.

· Initiates follow-up procedures to assure that project deadlines are met; tasks are completed in support of committees’ needs.

· Summarize incoming materials and brief supervisor regarding issues and conflicts.

· Ensure that requests for actions and information are given to PNA members and committees in a timely manner.

· Receives and processes membership applications and renewals

· Attends committee meetings for all events as directed by committee Chair

Public Relations

· Provides a positive image to individuals who contact PNA

· Promotes PNA’s mission, vision and benefits to the public, prospective and existing members.

· Maintains harmonious relations with members by keeping up to date on PNA activities and meetings scheduled.

· Professionally assists anyone who calls or comes by with his or her requests for information.

· Represents PNA at meetings and events as requested

· Communicates efficiently and in a timely manner through correspondence, phone, email, etc.

· Work closely with the legislative chair to develop an annual advocacy agenda and calendar focusing on local, county and state wide aging issues.

· Assist committee formed to investigate new fundraising events as directed by committee chair

· Send out targeted e-blasts, as requested by the Board members and/or committee chairs.

Financial Guidelines

· Make deposits of all checks and cash.

· Process credit card payments and PayPal payments into Quickbooks

· Administrative Coordinator would stamp envelope of bank statement with date received

and forward to Treasurer, unopened, to maintain checks & balances

o Continue numbering of deposits sequentially.

o Fill out deposit slip, at least weekly, and deliver to Bank.

o Send copy of deposit ledger to Treasurer.

· Forward time sheet hours to Treasurer and the President for confirmation

o Time sheets are used for hourly employees.

Time sheets are due for the 1-15th of each month, and for the 16th-through the end of the month, to the Treasurer and President.

o Confirmation of hours will be forwarded to payroll service by the Treasurer

o Payroll is paid

o Employees are encouraged to use direct deposit payroll.

o A W2 will be provided in January for the previous year’s payrolls.

· Credit card charges will be processed by AC

o Forms authorizing credit card charges are to be processed through Quickbooks.

o Attach copy of receipt from Quickbooks to application and file in appropriate event

o The AC will process, invoice and send receipt to name on card and list on excel sheet

for the event. This is sent to committee chair on a weekly basis.

· Payables are processed in time for checks to be created and signatures obtained

o Requests signature on payable checks in a timely fashion

o Payables should include back up materials, and chairman’s signature of prior review and authorization to review

o Debit card purchases and payments should be authorized by event chairman or president before posting to Quickbooks

Computer Tasks

· Keeps updated all frequently used computer applications

· Maintains antivirus software on PNA computer

· Keeps all forms updated, replenished as needed.

· AC works with the Member Directory part of the website, and VP of Marketing is in charge of keeping the website updated.

· Collects, updates and maintains membership information, and processes all payments for new and renewing members in QuickBooks.

· Prepares mailing labels when necessary

· Composes documents from verbal and written instructions. Reviews all submittals for completeness and accuracy

· Maintain warranty documents

And other duties as assigned by the President.

Knowledge, Skills, and Abilities

· Knowledge of office practices and procedures

· Ability to use correct grammar, vocabulary, and spelling

· Knowledge of computers and skill in using computers for word processing, spreadsheets, databases, email, internet and other applications

· Ability to organize and maintain records and files

· Ability to physically and mentally perform the duties of the position including lifting and bending.

· Ability to work with limited supervision

· Ability to work effectively in a fast-paced environment

· Ability to be professional, tactful, discreet and effectively communicate with individuals and groups in verbal and written presentations

Special Considerations

· AC will be the primary contact for the PNA Advertising firm and Webmaster.

· A valid driver’s license and current automobile liability insurance are conditions of initial and continued employment. Must have own transportation.

· Annual benefits of this part-time position are 2 weeks of vacation, after being employed for 1 year, 8 days of holiday pay, 1 week paid sick leave, and mileage reimbursement, which should be submitted the last business day of each month.

· Monthly Board meetings may be attended by AC at President’s discretion.

· Administrative Coordinator will keep all conversations with members confidential and relay those conversations to the President as soon as they occur.

· Evaluations will be done annually, by the President, in the month of October.

Work Location: Hybrid remote in Memphis, TN 38115

Pay: $16.00 - $18.00 per hour

Benefits:

• Flexible schedule

Work Location: Hybrid remote in Memphis, TN 38115