Area Office Administrator I - Carroll County, MD

Summary

This position provides administrative support, enabling the Young Life field ministry area office to function in an organized and efficient manner.

Essential Duties

• Written and Verbal Communication:
  • Answer correspondence, do filing and prepare mailings.
  • Answer phones.
  • Respond to voicemail, e-mail and phone calls in a timely and professional manner.
  • Gather articles, pictures, layout, production, mail, etc. for newsletter from area staff.
  • Create club/event postcards, flyers, and/or maps.
  • Send prayer e-mails and monthly updates.
  • Send personal support mailings.
  • Create and maintain area M-Site.
  • Send thank-you letters to donors.
  • Interact with area office assistant, area directors, area committee, volunteer team leaders and leaders with area.
• Administration:
  • Process and track donations.
  • Maintain donor and leader databases, ensuring that leader forms, driver questionnaires and criminal background checks are up-to-date.
  • Manage monthly expenses and budgets, including area bank account records, FDT, area and staff expense reports.
  • Accounting: pay bills, submit bank account records/purchase card expenses and donations and make copies, evaluate financial monthly status and update FDT each month.
  • Maintain contact databases including: updating area donor database on a regular basis; entering club card data into kid database; updating parent database; maintaining newsletter recipient list; creating and maintaining banquet invitation list; updating contact in Palm/Outlook; updating e-mail distribution lists: club kids, campaigners, committee, leaders and prayer partners.
• Human Resource for Regional Administrators:
  • Track and report vacation, sick and personal days for eligible area staff.
  • Submit timesheets for hourly staff.
  • Complete Personnel Action Requests and required documents to hire or terminate area staff and forward to region for approval.
• Event Administration:
  • Coordinate area meetings, including: Area Staff Meetings, Area leadership meetings, Area committee meetings.
  • Camp: Track participation, payments, health forms and how much each kid has earned in fundraisers; send letters to parents about camp sign-ups, itineraries and health forms; responsible for fundraiser marketing; construct and distribute camp brochures; communicate with camp regarding camp contracts, R2 deposits, A-forms, housing request forms and 10-day call-ins.
  • Banquet/Golf Marathon/Auction: Create invitations, banquet sponsor packet, table host packet, banquet program and donor cards; track guest list, table sponsors, RSVP list and donations received from banquet; coordinate with table hosts about their invitation lists; mail invitations; send thank you notes to banquet donors; track table sponsors.
• Training:
  • Provide training to area office assistant, area directors, area committee, volunteer team leaders and leaders with various items, processes and applications related to field administration.

Qualifications

• High school education or its equivalent.
• Associates degree preferred.
• Ongoing education encouraged.
• Previous administrative assistant experience preferred.
• Ability to type 55 to 60 words per minute with few errors.
• Proficiency in Microsoft Office Suite (which includes Word, Excel, Outlook and PowerPoint).
• Strong organizational skills with attention to detail and processes with the capability of handling concurrent tasks and constant interruptions.
• Good grammar skills and strong written and verbal communication skills.
• Ability to maintain confidentiality.
• Basic accounting skills.
• Detail oriented multi-tasking ability.
• Proven relational skills with both kids and adults.
• Initiative with developing processes/systems around events – data organization and maintenance.
• Great customer service skills.

Pay

• Anticipated hourly rate: $15-$20 depending on relevant education, experience, and location.

This response is AI-generated, for reference only.