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Administrative Assistant - Accounting & Marketing

Administration | Brattleboro, VT | Full Time

Job Description

** Applications without completed employment history will not be considered **

Administrative Assistant - Accounting & Marketing - Full Time 37.5 hours per week

The Administrative Assistant is responsible for creation and maintenance of participant billing, attendance and demographic information as well as Accounts Payable and Accounts Receivable.  This position also provides administrative support for organizational marketing and fundraising activities including but not limited to events, annual appeal, print, web, and social media outreach.  Ideal candidates must be organized, self-directed and able to manage competing priorities within established time frames, possess 3+ years related professional experience and be proficient MS Office Suite and Quickbooks. 


Position Specific Duties

Accepts incoming calls from prospective clients, family members or other referral persons and forwards to appropriate staff member

Manages AR and debt collection process including Quickbooks participant profiles and monthly billing.  Submits accounts status monthly no later than the 10th of each month.

Provides administrative support to the Operations Manager and Executive Director as requested.

Assist with maintenance of brochure drop list and community contacts, coordinate and assist with community presentations and drops.

Coordinates Fundraising Campaigns in May and November each year under the direction of Administration and Board; assures timely submission of Town Funding Requests in October as well as documentation in Quickbooks.

Assists and provides support with maintenance of marketing materials including website, brochures, annual report and development of charitable giving program

Drafts press releases and prepare other information for the media at the request of the Executive Director. 

Ensures all information requests from the media are directed to Executive Director for further action.

Help maintain their organization's corporate image and identity; assists with internal and external events and planning

Utilizes CRM effectively for efficient collection and retrieval of information for donors, grantors and other populations as requested.

Creates and maintains accurate monthly Adult Day attendance sheet; monitors and maintains changes daily through twice daily review to assure accuracy of weekly and monthly billing.

Enters and maintains participant and donor information; enters payments and deposits and sends thank you letters

Maintains Emergency call list; assures information is up-to-date and distributed.

Assists with events and fundraising as directed; includes maintaining and printing of label lists

Assists in maintaining TGP website and social media posts; assists with follow-up inquiry contacts as directed.

Maintains bulk mail account, coordinates mailing with volunteers, prepares and delivers mailings to the post office.

Ensures new participant files are complete and forms are current. Updates checklists as needed as changes present.

Maintains participant data (Quickbooks, Emergency Call list, etc) timely. 

Track and manage established media contracts to ensure appropriate utilization.

Enters and manages accounts payable, codes and enters invoices and statements, processes checks following review and approval twice monthly; mails checks.

Completes all filing in a timely manner

Provides back-up coverage for other Administrative staff and clerical support for all departments as required.

Complete and submits required reports as requested.

Other duties as assigned by management.


  • Excellent documentation skills, written and verbal communication
  • Excellent organizational skills; ability to prioritize assignments and adhere to established deadlines
  • Ability to work independently within a team environment
  • Schedule flexibility and reliable transportation required
  • Computer skills inclusive of proficiency with Microsoft Office Suite and Quickbooks

Education, Experience, Certifications

  • High school diploma or equivalent
  • 3-5 years related professional experience.  Experience in a healthcare, non-profit, or human services environment desirable.
  • A combination of education and experience will be considered