Job Description

Massachusetts Advocates Standing Strong is a statewide self-advocacy organization that supports, nurtures, and promotes self-advocacy in youth and adults with intellectual and developmental disabilities (I/DD). Our mission is to empower self-advocates so they can make choices that improve and enrich their lives.

Reporting to the Operations Manager and State Coordinator, the Office Administrative Assistant provides administrative and staff support to the general organizational operations. The position provides necessary support and is responsible for a variety of tasks.

This is a Part-Time Non-Exempt position for 30 hours per week, 9:00 am to 5:00 pm, Tuesday through Friday (with 2 to 3 Saturday meetings per year for special events). The position requires someone to work in-person at our Boston Office 75% of the time (3 days in-person, and 1 day remote). Our Boston office is located steps away from North Station with easy access to the T and Commuter rail trains.

The starting rate for this position is $19.00 – $21.88 per hour, depending on qualifications and experience, for 30 hours a week with the potential to move to full-time. The position is also eligible for reimbursement for travel/mileage depending on project activities/needs.

DUTIES AND RESPONSIBILITIES:

1. Support MASS participants, members, staff, and board members, including:

• Respond to direct requests for information, support and/or forward messages to appropriate staff
• Process, sort, file, and send mail
• Attend project meetings and take meeting minutes as needed
• Maintain and update databases, shared drives, project plans, and spreadsheets as needed (importing, exporting, and manual inputting data)
• Assist and support Self-Advocate consultants and trainers in updating their monthly calendars of meetings, trainings, data collection, timesheet submissions, and other activities
• Maintain master calendar of meetings and project activities/events (both internal via Google Calendar and external via the organization’s SquareSpace website events calendar)
• Assist in the editorial process for the MASS Flash monthly e-newsletter and other email campaigns via Constant Contact
• Assist in coordinating in-person and online trainings and events
• Create materials for in-person and online meetings, training sessions, and other activities or special events of the organization
• Assist in preparation and coordination of materials for the Board of Directors meetings
• Provide meeting support as needed (e.g., booking meeting space at WeWork offices, scheduling Zoom meetings, and troubleshooting related issues)
• Assist in coordinating the Annual Conference and other fundraising events
• Provide technical assistance as needed

2. General office duties, including:

• Maintain daily email and phone correspondence
• Assist in organizing and upkeep of Google Drive filing system
• Answer information requests by phone or email
• Assist in processing incoming and outgoing mail
• Continually update and organize internal filing systems (both digital and paper)
• Schedule space for in-person meetings at WeWork office and other relevant meeting locations
• Register guests for in-person meetings at WeWork office

3. Fiscal responsibilities, including:

• Process bi-weely payroll and monthly mileage and expense reimbursements
• Process incoming bills and outgoing checks
• Quickbooks – input and update invoice, expense, and payroll information

4. Human Resource Duties, including:

• Assist in coordinating hiring procedures
• Assist in onboarding new employees
• Filing Personnel documentation

5. Project, Calendar, Training, and Meeting Management:

• Take minutes and notes at meetings
• Schedule Meetings and trainings in-person and online via Zoom
• Manage internal and external calendars
• Be a resource to other colleagues sharing training tutorials of different tools and systems

6. Other responsibilities as assigned by the Operations Manager and State Coordinator, depending on the requirements of current and future funding.

QUALIFICATIONS:

• Good oral and written communication skills.
• Experience with Zoom video conferencing
• Experience with Google Suite and shared drives
• Proficiency in Microsoft Office Suite (Excel, Word, and PowerPoint)
• Ability to work in an in-person office setting – 75% in-person, 25% remote
• Ability to shift priorities and tasks based on needs of the organization
• Experience with Constant Contact, Squarespace, and Adobe Suite is a plus
• Experience with QuickBooks or other accounting software is a plus
• Other database management experience is a plus
• Knowledge of domestic and/or sexual violence is a plus

How to Apply

Job Categories: Equal Opportunities. Job Types: Part-Time. Salaries: Less than 20,000.

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