Administrative Assistant

We are seeking a part-time or full-time (20-40 hours per week) Administrative Assistant to become an integral part of our team!

Responsibilities:

1. Administration (50%)

• Prepares and customizes gift acknowledgements, including coordination w/ appropriate staff member responsible for signing personalized notes.
• Responsible for daily deposits; performs accurate data entry into the donor and membership database, and maintenance of current donor contact info.
• Works with admin staff to maintain integrity of the database system, generating gift reports and lists for specific purposes.
• Assists in the logistical arrangements for special events as needed.

2. Office Management (25%)

• Performs general office work, office upkeep, ordering supplies/equipment, and overseeing staff needs such as office keys, staff supplies (i.e. business cards), and office parking passes.
• Documents office procedures and protocols by maintaining an updated Office Procedures Manual.
• Maintains organizational calendar and collaborates with all staff in maintaining calendars.
• Coordinates and troubleshoots office equipment, computer back-up, and care and maintenance of computers and peripherals.
• Resolves computer issues when appropriate, and coordinates with IT contractors and software/hardware vendors as needed ensuring all hardware and software needs of the organization are functioning and up-to-date.
• Assists staff, particularly the admin team, with various projects and deadlines, including copying, printing, mailing as needed.

3. Customer Service and Outreach (25%)

• Responds to general information requests and inquiries in a timely and appropriate manner.
• As requested, assists in the planning and implementation of the Bird Festival and other events as needed.
• Assists newsletter production with copy editing, preparation of mailing list, and other assistance as requested.
• Actively works to enhance the integration, coordination, and collaboration among all of Montana Audubon’s programs.
• Supports, communicates and coordinates with other staff members as appropriate. Actively strive to build a cohesive and effective staff team.
• Acts as main “information desk” for the organization answering telephone, overseeing the organization’s general email box, and greeting/accommodating visitors to the office.

​Qualifications:

• The required knowledge, skills and abilities are typically acquired through a combination of education and experience equivalent to a two-year degree or certificate in Office Administration, Office Technology or a related field and two years’ progressively responsible job experience in office administration.
• Experience with word processing, spreadsheets, databases, Internet/email, electronic calendar, and presentation/graphic design applications in the Microsoft Office Suite;
• Electronic and paper records management; customer service methods and techniques;
• Develops and maintains effective working relationships with a variety of individuals;
• Works independently and with initiative; works effectively as a team member;
• Follows administrative procedures; serves organizational staff and customers in a professional manner; supports, communicates, and coordinates with other staff members;
• Professionally represents Montana Audubon to the public; and integrates, coordinates and collaborates among all of Montana Audubon’s programs and staff.

Founded in 1976, Montana Audubon is a statewide conservation organization dedicated to promoting the
appreciation and conservation of Montana’s native birds, wildlife, and ecosystems. The Montana Audubon Center
serves as a hub for this mission, providing hands-on, nature-connected education on our 54-acre site and the
adjacent Yellowstone River Corridor.