Think Beyond The Label Jobs

Summary: The Administrative Assistant works under the direct supervision of the Executive Director. The Administrative Assistant will perform telephone and reception services; provide administrative support by assisting with museum correspondence, reports, and research; assist in production of the newsletter and public relations materials; handle information requests from the public; maintain donation, membership, collections, till, volunteer and gift shop records; and assist with art shows, exhibits, special events and evening events Duties and Responsibilities: The Administrative Assistant will ? Perform telephone and reception services by receiving calls and visitors. Interact with co-workers, volunteers and board members in a manner leading to a positive and productive work environment. O Receive telephone calls and visitors promptly and courteously. O Deal with others and perform office responsibilities in a professional manner that consistently contributes to a work environment that is free from discrimination and creates a positive and productive environment for co-workers, volunteers, visitors, members, and board members. Consistently demonstrate fairness, cooperation, and respect towards all customers and co-workers. Any unresolved problems will be referred to the Executive Director. O Respond in a timely and courteous manner to direct requests from the public for information and assistance and/or forwards messages to the appropriate person(s). o Work to ensure the continued successful operation and good will in the community for the MonDak Historical & Art Society and the MonDak Heritage Center. ? Provide administrative support by coordinating with Executive Director to ensure necessary administrative functions are maintained o Accurately prepare a wide variety of correspondence, routine reports, drafts, memo/letters, and emails when requested by Executive Director. o Prepare thank you letters and memorial cards using donor tracking software. o Assist Executive Director quarterly newsletters and bulk mailings. o Maintain a cost-effective inventory for office supplies, ordering as needed. o Receive and promptly distribute incoming mail. o Coordinate outgoing mail, including bulk mailing. o Provide assistance as needed with research or genealogy requests. o Assist in finding and scheduling volunteers, including front desk sitters. o Maintain museum calendar for meetings, special events, exhibits, tours, etc. ? Maintain donation, membership, collections, till and gift shop records. o Keep, organize, and maintain computer and paper files in accordance with established procedures. o Balance weekly till. o Process deposits. o Input consignment sales o Keep accurate records of all donations, memorials, and in-kind gifts using specialized donor tracking software programs. o Keep accurate records of membership using donor tracking software programs, sending membership reminders when appropriate. o File and maintain collections records including deeds-of-gift and de-accessioning forms, utilizing PastPerfect software when required. o Track volunteer efforts at the museum. o Keep attendance records for the museum. ? Other Duties o Take appropriate training opportunities at conferences, workshops and online, to learn software programs needed to perform assigned duties. o Assist in collections management by keeping records of committee decisions and follow up plans, executing plans set forth, if necessary. o Assist in art shows and exhibits by helping to hang art and set up exhibits, by making labels, booklets, and signs. o Follow ADA standards or as directed by the Executive Director in preparation of signage. o Act as receiving agent, supervisor of art exhibits and shows in the absence of the Executive Director. o Assist in fundraisers, evening events and special events. o Assist in providing tours for groups. o Maintain complete confidentiality regarding museum and society records. o Work i regular or evening hours as requested. o Assist in other duties as requested by the Executive Director.