Administrative Assistant

Job Description

Job Description

Monday - Friday, approximately 10–15 hours per week, with additional hours required during peak event seasons and other busy periods.

Responsibilities

• Provide daily administrative support to staff across the organization as needed and appropriate.
• Coordinate volunteer activities, including volunteer recruitment, scheduling, communication, and recordkeeping.
• Track donor pledges and maintain accurate donor records.
• Prepare, review, and send donor acknowledgment and thank-you letters.
• Assist the Executive Director with donor relations, administrative tasks, special projects, and errands as needed.
• Coordinate donation inquiries by responding to donors, assisting with donation logistics, and ensuring timely communication.
• Support the Finance Team by fulfilling data requests and assisting with administrative financial tasks.
• Maintain organized filing systems and support general office organization.
• Monitor the organization's post office box and process incoming mail in a timely manner.
• Pick up and transport special request orders and confidential shredding materials.
• Deliver organizational checks and other documents to other locations, vendors, apartment complexes, or community partners as needed.
• Maintain confidentiality while handling sensitive organizational, financial, and donor information.
• Support the Administrative Team in ensuring efficient daily operations and completion of organizational priorities.
• Perform other duties as assigned to support the mission and operational needs of Flagstaff Shelter Services.

Qualifications

• High school diploma, GED, or equivalent required.
• Administrative or office support experience strongly preferred.
• Experience in a nonprofit, human services, or social services setting preferred, or an equivalent combination of education, skills, and experience.
• Proficiency in Microsoft Office Suite, including Word and Excel; advanced Microsoft Office skills preferred.
• Experience with data entry and maintaining accurate records.
• Excellent written, verbal, and interpersonal communication skills with the ability to build positive relationships with staff, volunteers, donors, and community partners.
• Strong customer service skills and a professional, service-oriented approach.
• Exceptional organizational and time management skills with the ability to prioritize multiple tasks while maintaining attention to detail.
• Demonstrated ability to work independently, exercise sound judgment, and manage projects through completion with minimal supervision.
• Ability to work collaboratively as part of a team while remaining flexible and adaptable in a fast-paced environment.
• Strong problem-solving skills with the ability to anticipate challenges and develop effective solutions.
• Ability to maintain confidentiality and exercise discretion when handling sensitive organizational, donor, financial, and personnel information.
• Demonstrated professionalism, integrity, and a positive attitude in all interactions.
• Familiarity with Arizona nonprofit organizations and philanthropic practices is preferred.
• Knowledge of workplace professionalism, strong work ethics, and organizational best practices.
• Strong active listening, critical thinking, and decision-making skills.
  

• Must be able to walk around the property.
• Perform lifting (25 lbs. or more)
• Work is performed in a shelter, office, and outdoor environment.
• Frequent bending, reaching, squatting, and kneeling may be required while performing job functions.
• Shifts may require long periods of standing and walking.
• There may be exposure to cleaning agents and allergens.
• Employees may be subject to loud/frequent noise, disruptive behavior, or human crises involving substance abuse or mental health concerns.
• All employees of Flagstaff Shelter Services are eligible for supplemental benefits policies at a discounted rate. These benefits offer coverage options in addition to any primary insurance you might have.

• Flagstaff Shelter Services is committed to practicing equitable hiring standards, providing equal opportunities to all candidates.
• We are an Equal Opportunity Employer (EOE), promising fair treatment regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, age, or disability.
• Our commitment to diversity is integral to creating an inclusive and safe workplace.
• We welcome individuals of all backgrounds.
• We value diverse experiences, including lived, traditional, volunteer, educational, and workplace experiences. We encourage you to apply if you’re excited about the position and believe you could be a good fit, even if you do not meet every requirement listed.
• ADA-compliant accommodations, when deemed reasonable, are available upon request.