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Title

Administrative Assistant 

Category Administration  
Location Washington, DC  
Full-Time/Part-Time Full-Time and/or Part-Time  
Exempt/Non-Exempt Non-Exempt  
Employment Terms At Will  
Position Reports To Business Manager  
Description

The Administrative Assistant performs a variety of administrative, financial, and human resources functions and activities. The incumbent is highly organized, detail oriented, self-motivated, and able to manage multiple assignments, and internal and external relationships to ensure accurate and timely outputs. The incumbent is diplomatic and able to work efficiently and effectively with a diverse group of people. The incumbent must be able to successfully communicate both verbally and in writing and use good judgement when handling privileged and confidential information.

Financial Functions

  • Works with all departments on purchasing, including ordering supplies from online retailers, hardware stores, and plant nurseries
  • Manages vendor files across multiple systems, including electronic payment preferences, collecting W-9’s, COI’s, and assisting with the distribution of 1099s
  • Assists with document retention and storage, especially contracts database management
  • Processing incoming mail including the processing of receivables and payables for internal processing

Human Resources Functions

  • Manages confidential employee records and HR files; conducts audits for compliance
  • Supports recruitment efforts to source qualified candidates, including posting job ads, conducting telephone interviews, scheduling interviews, performing reference checks, submitting background investigations, and managing the candidate pipeline
  • Copy edits and proofreads HR documents to ensure that written text is concise, consistent and both grammatically and factually correct
  • Supports various employee team-building activities

Administrative Functions

  • Serves as primary receptionist and customer service representative for telephone calls and in-person guests in low- to medium-volume office setting
  • Assists with calendar management, scheduling of meetings, events, and travel arrangements
  • Monitors office buildings and responds to issues as they arise
  • Performs other duties as assigned

Working Conditions

The incumbent works primarily in an office setting and must be able to use equipment such as (not an exclusive list):

  • Computer, tablets, smartphones, printer/copier, remote desktop scanner, and telephone.

Physical Demands:

  • While this is primarily a desk job, all CT employees may engage in tree planting/related activities in outdoor environments, year-round in the heat, cold and inclement weather. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions in accordance with the Americans with Disabilities Act.
  • While performing the duties of this job, the incumbent is regularly required to talk, hear, stand; walk; use hands to handle or feel; and reach with hands and arms. The incumbent is occasionally required to lift and/or move up to 25 pounds, lift files, open filing cabinets, bend or stand on a stool, etc.

Position Type/Expected Hours of Work

This is a fulltime, nonexempt position, averaging 40 hours a week. This position may also be offered as a partime, nonexempt position averaging less than 40 hours per week, if preferred. The incumbent must be able and willing to work evenings, weekends, and extended hours when needed.

Travel

Travel is primarily local, although some out of the area travel and overnights may be expected.

 
Position Requirements
  • One or more years of experience in an administrative role
  • Strong Microsoft Office (Word, Excel, PowerPoint, Outlook) skills
  • Excellent written and verbal communication skills
  • Thoughtful, organized, highly collaborative with great attention to detail
  • Professional demeanor; superior written and oral communications skills
  • Must be able to manage multiple activities simultaneously
  • Must be able to establish, track, and meet deadlines, often under pressure

Preferred Qualifications

  • Associates degree; or equivalent combination of experience and education
  • Prior experience in the nonprofit sector
 
About the Organization Casey Trees is a Washington D.C.-based nonprofit committed to restoring, enhancing and protecting the tree canopy of the nation's capital. For more information visit our website at: www.caseytrees.org.  
EOE Statement Casey Trees is proud to be an Equal Opportunity Employer. Casey Trees does not discriminate on the basis of race, color, religion, sex, sexual orientation, national origin, age, disability, or any other basis prohibited by law.  

This position is currently not accepting applications.

To search for an open position, please go to http://CaseyTrees.appone.com



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