Office Assistant IV

This position provides advanced-level clerical, administrative support and related work as required to the PEOPLE section in the Political Action Department. This position requires excellent communication skills, attention to detail, good judgment, and discretion.

Duties:

• Maintain, update, manipulate, and execute all transactions and records for soft money contributions.
• This includes researching relevant websites and up keep of records and data.
• Prepare and print all CAF’s, letters and transmittal memos for disbursing soft money funds to affiliates, International staff or directly to campaigns.
• Assist Political Finance & Compliance Coordinator in searching the internet, campaign finance report documents and reporting calendars each year.
• Sort, store, retrieve and maintain files.
• Set up, maintain, and file all CAF records and fundraising reports related to contributions.
• Set up, maintain, and file all “soft” money state reports.
• Maintain a schedule of all soft money disbursements and soft money notebooks using Excel.
• Back-up in preparation, approval and collaboration with accounting for soft money disbursements.
• Pick-up and deliver checks, expense reports, and other documents for signature and copying.
• Prepare and process invoices for payment to vendors for political phone banks.
• Prepare documents from draft to final form.
• Finalize and proofread correspondence.
• Assist with daily routine requests and long-term special projects.
• Arrange conferences and special meetings.
• Answer incoming calls for the department, screen calls, route calls or take and deliver messages.
• Place calls as requested.
• Create PowerPoint slides for presentations.
• May be required to perform other related duties as assigned.

Requirements:

Education and Experience

High school graduate or equivalent and a minimum of (5) five years of office experience plus general knowledge of office and organizational procedures or any equivalent combination of education and experience which provides the required knowledge, skills and abilities:

Skills Requirements:

• High level proficiency in MS Office Suite, especially MS Access, as well as other databases.
• Ability to use MS Outlook, including the calendar program, and perform accurate data entry into databases.
• Excellent knowledge of office and organizational procedures.
• Basic knowledge of office equipment such as reproduction, telephone and fax machines.
• Must be able to independently complete assignments and work under pressure to meet tight schedules.
• Sufficient written and oral communication skills to exchange routine information.
• Strong ability to proofread documents and compose correspondence.
• Must demonstrate a typing speed of 45-50 wpm.
• Communication skills sufficient to exchange routine information.
• Ability to establish and maintain effective working relationships.

Travel & Work hours 

• Overtime and travel may be required.