Administrative Assistant
NAMI Iowa

Position Status: Fulltime or Parttime (see below)

Salary Range: $35,000-$42,000 (full-time)

FLSA Status: Exempt

Job Overview
The Administrative Assistant provides clerical support and basic administrative functions for the organization, including answering phone calls and email inquiries, composing and proofreading documents, scheduling meetings for multiple people, completing data entry tasks, and supporting basic bookkeeping duties. The successful candidate will be extremely detail-oriented and deadline-adherent; comfortable with in-person, phone, and digital communication in an error-free manner; have the ability to manage a workday filled with diverse tasks; and possess a desire to work hard in close collaboration with a goal-focused team.

Part-time (30 to 32 hours per week) may be an option for this role, depending upon candidate experience level. All hours must be worked in person in the NAMI Iowa office in Des Moines between the hours of 8:30am and 4:30pm. Remote work is not an option for this role.

Primary Duties

• Provide clerical support to NAMI Iowa staff and Board. Serve as staff liaison and provide administrative support for the Board of Directors.
• Serve as primary and initial source of contact for NAMI Iowa visitors and guests by phone and in person. Screen calls and deliver error-free messages.
• Monitor all general email and regular mail correspondence and either respond or refer to appropriate staff for response.
• Compose correspondence and documents using word processing software.
• Proofread/ensure accuracy of documents prepared by self or others.
• Execute basic bookkeeping duties and adhere to deadlines. Understand and utilize basic functions of QuickBooks and NAMI Iowa’s CRM.
• Production of materials for trainings, classes, and other events, as assigned.
• Make travel arrangements for staff, trainers, and Board of Directors members as requested.
• Maintain hard copy and digital files of contracts, insurance requirements, government regulations, and safety standards.
• Handle the acquisition, distribution, and storage of office supplies and equipment. Maintain office supply and marketing material inventory.
• Schedule meetings with multiple internal and external people and provide administrative support for all NAMI Iowa staff, Board of Directors, and committee meetings, as well as the NAMI Iowa annual meeting.
• Assist with logistics and other duties as assigned related to NAMI Iowa events.
• Utilize filing and retrieval system for access to historical records and information.
• Provide and understand organizational bylaws, policy and procedures manual, and employee handbook.
• Perform other job-related duties or special projects as assigned.

Qualifications

Required

• High school diploma
• At least three years of experience in an office setting
• Ability to work in-office Monday through Friday, either fulltime or parttime (at 30 or 32 hours) between the hours of 8:30 a.m. to 4:30 p.m.
• Valid Iowa driver’s license and dependable vehicle

Preferred

• College degree
• Experience in a nonprofit organization

Skills and Traits

Required

• Highly proficient in Microsoft Office (Outlook, Excel, Forms, etc.)
• Demonstrated experience with QuickBooks and basic accounting, including bank statement reconciliation and bank deposits

Preferred

• Highly collaborative style; must work effectively with staff, Board of Directors, volunteers, donors, and program participants
• Capable of error-free written communication with diverse stakeholders and audiences
• Punctual, reliable, and effective in meeting deadlines and following through on tasks
• Self-starter, able to work independently
• Strong organizational and time management skills
• High degree of professional and personal ethics with understanding of need for confidentiality
• Lived experience with mental health challenges, or experience supporting a close family member or friend through mental health challenges
• Passionate about and committed to the NAMI Iowa mission

Job Types: Full-time, Part-time

Pay: $35,000.00 - $42,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• Weekend availability

Ability to commute/relocate:

• Des Moines, IA 50310: Reliably commute or planning to relocate before starting work (Required)

Experience:

• administrative assistant/office assistant: 3 years (Required)

Work Location: One location

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