Job Description for an Office Manager/Admin Assistant:

Office manager/administrative assistant for a small yet very busy non-profit radio station. Duties include but are not limited to: general office duties, some bookkeeping, working closely with volunteers, and social media. Proficient knowledge of Quickbooks Online, social media platforms, and word processing/spreadsheets.

Duties (include but are not limited to):

Accounting / Basic bookkeeping

  • Deposits
  • Write checks
  • Taxes and forms
  • Reconcile accounts
  • Track donors
  • Invoice underwriters

Social Media

  • Create content
  • Monitor Twitter, FB, Pinterest, Instagram
  • Schedule daily content
  • Add business partners when necessary

Underwriting

  • Collaborate with Account Consultant for any administrative tasks required
  • Collaborate with accounting re: invoices/commission

General Office

Donor relations

  • Send monthly reminder letters to ‘mail in’ donors
  • Thank you letters after Pledge Drive
  • Thank you notes to 1x nondonors

Events

  • Help plan events
  • Find location – work with host
  • Event calendar
  • Schedule street team volunteers
  • Track tickets sales (when applicable)
  • Get any necessary permits
  • Participate in Street Team events

Volunteers

  • Maintain volunteer list
  • Send volunteer emails regarding events
  • Arrange Pledge Drive volunteers
  • Oversee in-office volunteers

General office duties

  • Answer phones
  • Answer emails
  • Maintain office calendar (events, staff vacations, etc.)
  • Mailings to contest winners
  • Maintain office cleanliness (vacuum, trash removal, etc.)
  • Maintain office supplies & cleaning supplies

Pledge Drive

  • Arrange meals for volunteers
  • Schedule volunteers to answer calls
  • Enter donor info
  • Schedule volunteers to help w/ follow up mailing

 

 

Wording from Radio Station Ad

Local Non-Profit Christian Radio station is seeking an Office Administrator/Bookkeeper. This is a 3/4 time (30 hours a week) position and could grow into a full time position. The person we are looking for is motivated, has an outgoing personality with great customer service skills, is detail oriented and capable of running an organized office. Non-Profit experience is helpful.

Job Description: Accounts payable and receivable, Processing payroll, Invoicing, Reconciling registers, Answering phones, Keep donor files up to date, Data input, Preparation of letters, labels and emails, Other miscellaneous duties as assigned.

Minimum Qualifications: High school diploma required and some college preferred, 3-5 years of administrative or receptionist experience preferred, Experience in Quickbooks accounting software, Must be familiar with Windows XP/7, Microsoft Office Suite 2010 (Word, Excel), Adobe Acrobat., Excellent written and verbal communication skills, including a sound foundation in English grammar, spelling, and punctuation, Strong customer service and organizational skills, Self-motivated, detail-oriented, reliable, and work with a high-degree of accuracy and speed, Ability to work independently, Ability to take initiative, solve problems promptly, and think logically, Ability to work in a climate characterized by frequently interruptions, unexpected emergencies, and the need to balance a multitude of tasks, and Tech.

Savvy: Must know how to operate basic office equipment.

 

Here is one additional job posting that may offer some additional ideas for a Billing A/R Clerk / Radio Traffic / Office Manager

This position is an intensive clerical position with a fun company. The position requires enormous attention to detail and experience using PC’s. Experience with basic accounting is important. Ability to follow a routine is critical. The workplace atmosphere is supportive and informal. The work of the person in this position is critical to operation of the radio station and will involve interacting with many areas of station operation.

The duties break down into five major areas:

1. Invoicing, Billing, A/R, Reports

  • Prepare, check, and mail weekly advertising invoices and statements
  • Enter advertiser payments and credits, reconcile all payments with deposits made by bookkeeper
  • Make adjustments and corrections to invoices or A/R balances
  • Provide reports of orders, payments, and A/R activity to management and staff. Provide other weekly and monthly reports as needed for programming, sales, and administration
  • Answer advertiser inquiries with regards to billing and advertisements run
  • Make credit checks based on client applications submitted by sales department
  • Follow-up on overdue accounts, provide invoices, make calls and keep documentation of collection efforts

2. Traffic

  • Use Windows XP based software package specifically designed for radio to schedule and track advertising orders and place commercials on a log to be played by on-air announcers
  • Input data from advertising contracts into Visual Traffic program
  • Input scheduling and commercial instructions from agencies
  • Schedule commercials and other programming elements
  • Resolve conflicts in scheduling of commercials and assure correct placement on program logs
  • Produce program log for on-air use
  • Work closely with Sales Executives to make sure orders are completed and scheduled accurately
  • Work with General Sales Manager to construct or change framework for commercial scheduling
  • Work with Program Director to assure promotions and other programming elements are correctly scheduled
  • Input advertising copy into system for cooperative advertising customers

3. Production coordination

  • Create production orders from ad insertion orders from agencies, and co-op advertising clients
  • Order production of internally written commercials as requested
  • Keep track of archived commercials and other stored audio

4. Act as point person for contact with ad agencies with regard to scheduling and delivery of commercials.

  • Receive “traffic” orders for commercials with regard to scheduling and what commercials should run in what order
  • Track copy for commercials
  • Call agencies when commercials are scheduled and the commercial copy has not yet been received

5. Office Management, Record-keeping, Office duties

  • Organize and maintain client files- electronic and physical
  • Occasional telephone coverage when regular personnel are unavailable
  • Supervise office clerical worker(s)

SKILLS REQUIRED:

  • Computer knowledge/skills: Proficiency with Windows programs such as MS-Word & Excel
  • Touch-typing, ten key a plus
  • Programs used: Wicks Visual Traffic (specialized radio station software, menu-driven), Excel, Word for Windows, Eudora.
  • General Skills: Meticulous attention to detail, good basic math skills, ability to concentrate on work in a busy environment and to track multiple tasks and operations culminating in a final product

Hours/Rate: 25-30 hours per week with some flexibility in work hours and days worked.

Compensation is hourly and rate will depend on expertise in tasks ($12-$15/hr.). After 3 months there is dental /life insurance and $150/month reimbursement toward medical plan.

Training Period would consist of a paid job-share with current person in the position working 2-3 days a week (Monday & Friday availability critical) transitioning into the position.

 

 

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