Boys & Girls Clubs of America

  • Operations Assistant

    Posted Date 5 days ago(7/11/2018 2:14 PM)
    Job ID
    2018-3140
    Category
    FEDERAL GRANTS
    Location
    Atlanta, GA
  • Overview

    Under the supervision of the Director, Federal Grants Pass-Through Operations, the Operations Assistant is responsible for effectively and efficiently performing numerous administrative tasks in support of the Federal Grants Department and activities funded by Federal agencies, including the U.S. Department of Justice. 

    Responsibilities

    • Oversee the ongoing daily management and review of the Federal Grants Department e-mail box. Print all applicable documentation (including Letters of Agreement and financial reports) and distribute to appropriate department staff for processing. Respond to inquiries received via the Federal Grants Department e-mail box and forward to appropriate department staff for response if applicable.
    • Print program reports received via the Federal Grants Online Program Reporting System on a daily basis, stamping date received and forwarding to the Director, Federal Grants Program and Performance, for processing.   As program reports are processed and returned by the Director, Federal Grants Program and Performance, ensure the program reports are filed in the grant file folder with the most recent program report on top.
    • Oversee the daily management and distribution of faxes received and stored on the Federal Grants Department’s drive.
    • Ensure that the Federal Grants Department grant files and filing system is fully functional and meets the Department’s needs.  This includes, but is not limited to, creating files and file labels; discarding files as appropriate; ensuring filing system is organized; overseeing file rotation;  auditing grant files for completion; and preparing files for storage. 
    • Provide administrative support to National Vice President, Federal Grants, including telephone support, meeting and webinar coordination, preparation of expense reports and travel arrangements, and the production of high level documents and Excel spreadsheets.
    • Assist Senior Director, Federal Grants, with the preparation, distribution and filing of grant adjustment notices. 
    • As needed, provide administrative and technical support to Federal Grants Specialists and other department staff (i.e., contacting Clubs re: grant, generating reports in GMS, filing, mailing financial reports or supporting documentation).
    • Ensure equipment and supplies meet demand and need.  Manage the ordering of supplies for the department and ensure costs and inventory are kept to a minimum. Maintain hard copies of all purchases/purchase orders by date in binder. Ensure federally-purchased equipment is appropriately documented, stored and if necessary, depreciated.  As needed, assist in overseeing copier and other equipment maintenance.
    • Maintain and inventory Federal Grants resource materials, including assisting in the production of binders for grants and other projects.
    • Serve as back-up to the other Operations Assistant as necessary. This includes, but is not limited to, entering financial reports in GMS; emailing grant activation and reimbursement emails to Clubs; scanning financial reports and filing hard copies in grant files; assisting with the department filing system; processing LOA documentation; and preparing daily check requests.
    • Demonstrate BGCA mission driven values of integrity, excellence and inclusion and integrate into work environment and ways of work.
    • Adhere to organizational policies and procedures as described in BGCA's Employee Handbook and elsewhere
    • No direct Reports. May monitor and coordinate the work of temporary employees and student interns

    Qualifications

    • Associate’s degree or education/experience equivalency.
    • Minimum of three years general administrative/office support experience in a corporate environment or office setting. 
    • Skills
    • 45+ wpm typing; intermediate Microsoft Word and beginning Access, Excel and PowerPoint skills; exceptional accuracy, attention to detail, grammar and proofreading skills; professional, courteous telephone manners; strong organizational, time and office management skills; and ability to work with others as part of a team effort
    • Ability to carry out simple and detailed instructions; ability to effectively interact with management, co-workers, public officials and others; ability to provide excellent internal and external customer service; ability to perform a variety of duties and to prioritize tasks to meet organizational needs; and ability to work under and meet heavy deadlines at certain times in a grant cycle.  Physical requirements include the ability to sit for six to eight hours a day; sight, hearing and skills essential for successful communications include speaking; ability to bend and stoop; occasionally lift 1-3 large boxes weighing 10-20 lbs.; and use manual dexterity skills for filing, answering phones and general office work.
    • Normal Office Environment

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