• Office Assistant (Temp)

    Job Locations
    US-MN-St. Paul
    St. Paul
  • Overview

    Now in its second century, Audubon is dedicated to protecting birds and other wildlife and the habitat that supports them. Audubon’s mission is engaging people in bird conservation on a hemispheric scale through science, policy, education and on-the-ground conservation action.  By mobilizing and aligning its network of Chapters, Centers, State and Important Bird Area programs in the four major migratory flyways in the Americas, the organization will bring the full power of Audubon to bear on protecting common and threatened bird species and the critical habitat they need to survive.  And as part of BirdLife International, Audubon will join people in over 100 in-country organizations all working to protect a network of Important Bird Areas around the world, leveraging the impact of actions they take at a local level.  What defines Audubon’s unique value is a powerful grassroots network of nearly 500 local chapters, 23 state offices, 41 Audubon Centers, Important Bird Area Programs in 50 states, and 700 staff across the country.  Audubon is a federal contractor and an Equal Opportunity Employer (EOE).



    Position Summary

    The Office Assistant will provide high-quality administrative support to Audubon Minnesota’s programs and operations. Specifically, s/he will be responsible for the timely processing of gifts and gift acknowledgements, payables, day-to-day office support, and ensuring the smooth operation of the Audubon Minnesota office.


    This is a temporary, part-time position.

    Essential Functions

    • Serve as the office financial point of contact for Audubon Minnesota office:
      • Work closely with  Minnesota and Upper Mississippi Flyway staff to ensure that bills are paid on a timely basis and that invoices are coded correctly in Audubon’s Online Invoice System to reflect the type of expense, the nature of the work, and the grant or funding source (as necessary).
      • Assist in sending invoices and tracking receivables.
      • Maintain and ensure receipts for purchasing card activity are organized, received and approved for each and every item in Audubon’s PCR system.
    • Manage logistics of Audubon Minnesota board meetings and other key meetings, including dissemination of materials, securing and managing locations and refreshments, etc.
    • Manage gift receipt and processing function to ensure excellent service to Audubon Minnesota and Upper Mississippi Flyway donors
      • Prepare gift transmittals within two business days of gift receipt
      • Merge, print, prepare and mail acknowledgement letters within two business days of gift receipt
      • Respond to phone inquiries from donors and staff within one business day
    • Update donor records in Salesforce (our donor database), including donor contact/activity notes, contact information and preferences, and other donor information as requested by the development team
    • Manage all office contracts in compliance with Audubon policy, including coordination with the national office as necessary
    • Assist with the mail or electronic submission of proposals, reports and correspondence as needed
    • Prepare the Executive Director’s monthly expense reimbursement ensuring all expenses are coded properly, receipts are attached, and in accordance with Audubon policy.
    • Assist with the set-up of new employees in the Audubon Minnesota  territory
    • Inventory and order office supplies
    • Manage the organization of the office and handle building/maintenance issues as they arise
    • Assist with event logistics as requested
    • Serve as point of contact for office vendors and National support staff colleagues
    • Sort incoming and prepare outgoing mail
    • Other duties as requested

    Qualifications and Experience

    • High School Diploma or GED equivalent required; Associate Degree preferred.
    • 2+ years' experience in an office administration role
    • Exceptional organizational ability, attention to detail and a can-do attitude are essential
    • Proven ability to track and move tasks/projects to completion in a fast-paced environment
    • Ability to work independently with limited supervision, as well as part of a small team
    • Excellent customer service and communication skills
    • Critical thinking skills and a problem-solving attitude
    • Proficiency in Microsoft Office products, including Outlook, Word and Excel, working knowledge of Salesforce strongly preferred.
    • Ability to exercise discretion and maintain strict confidentiality
    • Experience working with donors and development processes a plus
    • Bookkeeping and contract preparation experience a plus


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