Development Assistant
hace 1 día
Minneapolis
Development Assistant Full time: 37-40 hours a week Reports to: Development Manager or Director $24-$27/hour; $49,920-$56,160 Key Responsibilities: Events • Assist with the planning and execution of events and organized meetings, • Assist with registration and logistics including silent auction, volunteers, venue, food, registration, and entertainment for events ranging from small donor receptions to galas, 2-day symposiums and luncheons, • Assist with list management assignments as needed, including list pulls, • Assist as backup on GalaBid, BBMS terminals, set-up and more, • Support Event team in event registration, set-up and tear-down, A/V, auction and game solicitation, • Schedule client meetings, create agendas/summaries, and follow up with JMA managers and event committee members, • Coordinate e/mailing projects (merges, mailings, guest lists), • Assist with auctions, raffle and games, • Fundraising acumen – desire to (cold call) request donated items or sponsorship to support events, • Auctions and donations, • Sponsorship, • Speakers Key Responsibilities: Operations Accounting & Billing • Collect mail daily and send out (daily updates to manager group as to receipts), • Assist with payroll, including second signings, including collection of bi-weekly PTO request forms and health insurance reimbursement forms, • Second sign expense process for staff and clients, • Track receipt of payments and process payment:, • Internal payments made by clients to JMA, work with CFO, • External payments received by JMA on behalf of clients (sponsorships and donations), work with client managers in a timely manner, • Monthly JMA credit card analysis, including matching all charges with related invoice/receipt and coding to appropriate G/L acct and forward to Acct., • Assist the monthly report and invoicing team and complete bi-monthly invoice process and manage monthly client billing reports, • Zip file and report to clients at the close of each month, • Provide progress reports on client projects or monthly billing when required or requested, • Ensure all spreads are updated – carryover chart expenses, tracking, contact list, etc. Operational Support • Manage set up and organize client meetings: setting up and sending meeting invitations, following up with managers to create meeting agendas, taking meetings notes, writing meeting summaries, ensuring meeting times aren’t double-booked, etc., • Meeting deliverable task management: reviewing meeting summaries, following up with project managers and client managers on meeting deliverables task assignment progress, • Perform maintenance in client databases (as assigned); including updating donor records (contact information, deadlines, guideline updates) keeping organized paper records for reconciliations, audits and general hard copy history funding reports, • Assist with internal processes for invoicing, Bill4Time, expenses, credit card re, payroll processing, staff schedule, ordering and maintenance of supplies, general admin support, • Provide daily staff pulls to managers – staff, internal, ACT, • Assist Operations Manager with PTO usage reports, • Inform Craig on all IT needs (scheduling, computer set-ups, issues/troubleshooting), ensure timely complete of staff requests, • Receive and distribute communications, collecting, and mailing correspondences, copying information, • Respectfully answers phone calls and front door, orders food and beverages for client and employee functions, • Maintains supplies by checking stock to determine inventory levels, anticipates requirements, verifying receipt and putting items away, • Track and celebrate employee life changes: birthdays, deaths, life celebrations such as wedding and birth of baby and adoption, • Track training and educational needs for staff, make recommendations for staff development, and schedule any training needed, • Helps maintain office-staffing schedule, • Manage and assign kitchen and office open and close procedures, • Manage building space including keys, offices, supplies, groceries/order and related, • Manage Altus parking garage, announcements, and conference rooms, • Maintain Redbox files, • Run errands as needed, • Filing as needed, • All other duties as assigned Key Responsibilities: Human Resources Hiring & Onboarding • Write and place employment advertisements, process incoming applications and maintain files in organized, accessible manner, • Conduct recruitment efforts, • Candidate tracking, • Scheduling interviews, • Facilitating tests, • Assisting with background and reference checks as needed, • Assist with new employee onboarding and orientation, • Create new personnel files, • Desk/computer set-up with IT, • B4T, email, Slack, etc., • Submit MN New Hire, • Verify I-9 documentation, • Maintain company organization chart, staffing chart, and employee database, as well as employee contact list, • Track PTO, non-paid time off, early leaves, tardiness, and sick days, • Assist principal and managers in 60, 110, and annual review preparation – compile responses & create review folders for managers, • Track all staff/manager performance review dates and ensure managers conduct timely reviews, • Provide deadlines for quarterly work plans and engage with managers to ensure completion in a timely manner, • Monitor & respond with assistance from JSM, to Glassdoor/Indeed reviews and report as needed, • Oversee and administer, with CFO and Operations Manager assistance, employee benefits, distributing materials, ensuring accurate tracking of eligibility dates, changes in reporting, • Draft and issue staff announcements, • Coordinate staff exit interviews, • Assist with MN Unemployment requests, as needed Experience and Qualifications • Bachelor’s degree in a communication-focused area of study (or equivalent professional experience) required, • 2 – 3 years demonstrated experience, • Skilled at coordinating the planning and implementation of events and events-related communications, • Skilled at working with staff with various strengths and personalities, • Excellent written and interpersonal communication skills, • Proven organizational skills including the ability to maintain data systems, prioritize projects, meet multiple deadlines and work with teams, • Attention to detail, • Excellent computer skills: Microsoft Office Suite, Outlook, databases – Sales Force, Raisers Edge, E-tapestry Benefits • Bonuses are awarded to staff based on extraordinary work output, bringing in new clients and a recommendation from a manager. Additionally, awards of more ESST/PTO are/can be given in addition to or instead of a cash bonus., • Overtime: (over 40 hours per week) paid at a rate of time and a half., • Employee Safe and Sick Time (ESST) & Paid Time Off (PTO) – ESST/PTO will begin accruing upon hire. All employees will earn ESST/PTO at a rate of 0.0909 per hour worked. This equates to earning 1 hour of ESST/PTO for every 11 hours worked. Employees may choose to use their ESST/PTO award for mental or physical illness, treatment or preventative care; a family member’s mental or physical illness, treatment or preventative care; absence due to domestic abuse, sexual assault or stalking of the employee or a family member; death in an employee’s immediate family; closure of the employee’s workplace due to weather or public emergency or closure of a family member’s school or care facility due to weather or public emergency; when determined by a health authority or health care professional that the employee or a family member is at risk of infecting others with a communicable disease; vacation days; and holidays., • IRA participation (JMA contributes 3% if employee participates), • Life Insurance and LTD – at no cost to employee, • Healthcare plan reimbursement is available to employees who are not covered under another(s) healthcare plan and are required to purchase an individual or family plan (being covered on a significant other or parents plan does not qualify). Healthcare reimbursement in the amount of $250.00 per month for an individual plan is available if you are the “primary” on your plan ($250 per month = $3,000.00 per year for insurance). Healthcare in the amount of $500.00 per month for a family plan is available if you are the “primary” on your family plan ($500 per month = $6,000 per year for insurance).