Administrative Associate

The Administrative Associate is primarily responsible for day-to-day financial administration across all programs and supporting various administrative needs across the organization. They should be detail-oriented and organized, able to follow processes closely, and comfortable asking questions. The Administrative Associate should be self-motivated and able to execute tasks independently. Boston Area Gleaners is a dynamic workplace where flexibility, an ability to adapt, and an eagerness to pitch in will all help the Administrative Associate to thrive.

Expected Schedule

• Full-time (32 hours/ week), year round
• This position is on-site or Hybrid (3 days on site minimum)
• Anticipated start date is as soon as possible, ideally before Mid-December

Primary Responsibilities

Financial Administration

• Execute accounts payable; Collect, track, pay, and file bills from vendors for BAG and BFH activities
• Execute accounts receivable; Send invoices and receive payment for both BAG and BFH customers
• Maintain customer and vendor accounts in QuickBooks
• Maintain digital and physical financial records including receipts, bills, sales orders, and purchase orders
• Conduct bank deposits as needed in a secure and timely fashion
• Provide support for cyclical accounting and work with the audit; Code account activity, credit card reconciliation, GL review, and 1099 review
• Communicate with contracted accountants regarding routine inquiries
• Support annual audit process and provide all requested information

Organizational & Programmatic Support

• Maintain inventory across the organization; Coordinate with different departments’ needs, regularly order supplies and keep stock of inventory
• Support Development Team with data entry, group trips, and events and appeals as needed
• Support Grants Team with data entry and administrative tasks
• Support Boston Food Hub with ad hoc data entry and vendor/customer account upkeep
• Provide administrative support for the Board of Directors as directed
• Support Technology related to BAG’s phone account, internet accounts, domains, and software subscriptions
• Provide general administrative support including printing, mailing, and running errands as requested

Skills

• Basic Smart Phone competency
• Computer competency specifically with Apple products
• Experience using Microsoft Suite, especially Excel
• Experience using Google Suite
• Experience using bookkeeping software such as QuickBooks is a plus (training is provided)
• Experience using CRMs or databases such as Little Green Light and Salesforce is a plus (training is provided)
• Comfortable with multiple communication pathways including but not limited to email and Slack

Preferred Qualifications & Experience

• Experience working in an office setting
• Strong workplace and customer service communication skills
• Detail-oriented and organized
• Ability to prioritize and manage time effectively
• Able to self-motivate and work independently as well as work well in a team
• Willingness to pitch-in as needed