Administrative and Business Assistant

Administrative and Business Assistant

Overall Responsibilities

This position is responsible for billing and bookkeeping, office administration, maintaining organizational records and supporting the Executive Director.

Reports to: Executive Director

Key Duties and Responsibilities

Billing and Bookkeeping

• Manage accounts receivable and payable using QuickBooks (training provided if needed)

• Prepare and send invoices for students and third-party payers, track payments and resolve discrepancies

• Reconcile monthly bank statements and credit card transactions

• Process donations and prepare donor receipts

• Manage event cash boxes and reconcile transactions

Office Administration

• Handle reception duties, including answering and directing phone calls and greeting visitors

• Maintain office supplies and vendor accounts

• Organize incoming and outgoing mail and routine correspondence

• Maintain electronic and paper files, including insurance, tax and certification records

• Compose routine correspondence, including donor thank-you letters and event communications

Support for the Executive Director

• Maintain donor records and assist with donor communications

• Provide administrative support for fundraising activities and special projects

• Assist with general organizational and administrative needs

Event Support

• Assist with planning and executing fundraising and other organizational events

• Support event setup, attendee check-in and other logistical needs

• Serve as a welcoming host for event participants

Qualifications

• Strong computer literacy, including familiarity with Microsoft Office (Word, Excel and Outlook)

• QuickBooks experience preferred but not required; training will be provided

• Strong organizational skills and attention to detail

• Strong written and verbal communication skills

• Ability to manage multiple tasks efficiently and work independently as well as part of a team

• Ability to take initiative, follow through on responsibilities and learn new tasks

• Ability to engage respectfully and effectively with individuals from diverse backgrounds, including adults with disabilities

Position Details

• Hours: 25–30 hours per week

• Compensation: $15–$17 per hour, based on experience

• Reports to: Executive Director

Donna Lexa Art Centers provides art-based services to adults with disabilities through our studios and community outreach. We are a small nonprofit organization with limited resources, where each team member plays an important role in keeping our operations running smoothly.

Optional Additional Hours: Approximately 3 hours per week of cleaning may be available at $17/hour, should a candidate be interested. These hours are separate from and not required as part of the Business and Administrative Assistant position.