Administrative Assistant

Job Description:

MSTA is looking for an Administrative Assistant to coordinate and support the Accounting department. This person is a key member of the department and is responsible for monitoring and maintaining inventory of office supplies coordinating the membership processing assisting with employee benefits coordinating all correspondence for the accounting department and assist with processing membership packets. This person is also responsible for routine office duties such as answering the phone maintaining files and distribution of mail. Often the first point of contact for staff and members the Administrative Assistant has a broad range of knowledge and ability to solve problems.

Duties & Responsibilities:

* Sort the mail each morning and direct all calls for the Accounting Department
* Prepare all donation letters and any other correspondence for the Accounting Department
* Assist the Accounting Manager with employee benefits
* Assisting with Accounts Payable including mailing and verifying payments to vendors updating vendor files and filing vendor invoices
* Preparing invoices for Accounts Receivable including mailing and verifying invoices and statements updating customer files and filing customer invoices
* Assist with preparing various excel spreadsheets related to financial information for MSTA MSTF and FBH
* Prepare fall packets for membership drive including routing sheets logging in packets and scanning
* Assist with processing of membership applications and/or payments
* Maintain and review all form letters sent out of the Accounting Department
* Filing membership documentation once the processing is complete
* Maintain all documentation for Accounting according to MSTA retention policy including scanning of documents
* Assist with audit preparation
* Prepare the annual membership renewal packets
* Performs other duties as assigned
* Uses time and resources and those of others effectively and efficiently
* Cooperates with all MSTA staff and encourages them to effectively serve association members

Experience and Skills:

Any combination of education and experience providing the required skill and knowledge is qualifying. Typical qualifications would be equivalent to:

Education/Experience:

* High school diploma or general education degree (GED)
* Three to five years related experience in membership or accounting experience preferred.

Skills and Abilities:

* Accounting: Good general knowledge of accounting principles and practices.
* Communication: Must be an excellent communicator in both written and oral form. This includes proficiency in spelling grammar punctuation and public speaking.
* Organization: Must be highly organized and detailoriented.
* Discretion: Handles confidential or sensitive information with discretion and sensitivity.
* Team Work: Our staff works together cooperatively to provide the highest quality support to our Board and members. The unity camaraderie and culture of the team is something thats very important to us. Therefore this person must be a team player who is comfortable sharing projects and responsibilities with others.
* Anticipate Needs: As a part of our commitment to excellence our team always strives to anticipate and serve needs in advance whenever possible. This person should be forward thinking and work to anticipate needs or issues before they arise.
* Technologically Proficient: MSTA makes extensive use of technology to increase productivity and efficiency. Therefore the willingness to embrace and learn new technology quickly is essential. Current technologies in use include Salesforce Office 365 Concur Apple OS X Intacct Stampli MartusTools etc.
* Regular and reliable attendance is a necessary element of this job.

Soft Skills

* Selfstarter and selfmanager: Demonstrates initiative anticipates needs and gets things done consistently on time.
* Responsive: Is committed to a high level of responsiveness both internally with other staff and externally with our members and other stakeholders.
* Missionoriented: Is excited about and committed to MSTAs mission to advocate for and empower public school teachers so they can teach.
* Committed to customer service: Strives to serve both members and colleagues with exceptional customer service that is characterized by empathy trust respect an attitude of yes and a commitment to treat others the way we wish to be treated ourselves.
* Positive attitude: Has a cando spirit is fun to be around does not complain make excuses or gossip. Brings positive energy to interactions with other staff and members.
* Professional appearance and demeanor: We strive to present ourselves in such a way as to reflect well on our organization. Maintains a professional appearance and demeanor appropriate to each situation.
* Performs well under pressure: Things are always changing and there are times when things get intense. We pride ourselves on being able to function at a high level even when things get busy by working together as a team and communicating effectively.
* Committed to growth: Is willing to try new things do new things acquire new skills and take on new projects or responsibilities. Learns from failure and asks for help.
* Humility: Is a team player that is not driven by ego or status. Is quick to point out the contributions of others and slow to seek attention for themselves.
* People Smart: Possesses strong interpersonal skills and can handle issues with respect dignity and sensitivity. In short exercises good judgement and intuition when dealing with other people.

Physical Demands:

* Generally sedentary position with occasional need to move about facility including external facilities
* Must be able to manipulate objects tools or controls and reach.
* Must be able to communicate on phone and in person
* Occasionally required to move about
* Must occasionally move up to 25 pounds
* Specific vision abilities required by this job include close vision.

Work Environment:

* While performing the duties of the job the noise level in the work environment is usually minimal.

Benefits

A comprehensive benefits package is available:

• 401(k) with 14.5% employer contribution
• vacation
• sick leave
• 100% employer paid health insurance
• 100% employer paid dental insurance
• short/longterm disability