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Administrative Assistant (part-time)

 

Responsible for the smooth and efficient running of Aspen Film’s daily office operations and administration.

 

Responsibilities

  • Maintains all office systems including phone, mail, email, and computer, digital and paper files, equipment, and supplies; organizing the office in general and keeping the organization’s overall calendar up-to-date. 
  • Works with our Bookkeeper to ensure orderly financial systems, record keeping and timely reporting. 
    • Handles accounts receivable and payable including banking transactions, i.e. credit card charges, weekly bank deposits, the coding and payment of bills, and in-kind reporting. 
  • Helps track ticket revenue and merchandise sales. 
  • Assists with preparing monthly financial reports. 
  • Maintenance of CRM platform (Salesforce) and light data entry. 
  • Volunteer tracking & oversight – managing of signup portal
  • Oversight of Intern Program

 

Daily Tasks

  • Respond to and file emails in the info@aspenfilm.org account
  • Maintain meticulous records by tracking payment information and member communication and reporting
  • Code and process all incoming invoices for the Bookkeeper
  • Code monthly American Express statement 
  • Handle receiving mail and keeping a Mail Log
  • Arrange and coordinate all deposits for the Bookkeeper to process
  • Keep office clean, supplied and current – order supplies when necessary
  • Be an extra set of eyes and ears whenever needed for festivals, print materials, etc.
  • Maintain attendance and communication for special events
  • Coordinate all technological issues, requests and quotes with external IT dept.

 

Qualifications

  • 1 – 3 years experience in Office Administration, preferably for a non-profit
  • Working knowledge of QuickBooks Online
  • Stellar proficiency in Office Suite 
  • Experience using Salesforce or comparable CRM software
  • Comfortable handling confidential information
  • Multi-tasking and time-management skills, with the ability to prioritize tasks
  • Proven track record organizing systems and overseeing multiple projects on deadline
  • Exceptional attention to detail
  • Excellent verbal and written communication skills
  • Ability to be a self-starter, planning ahead and anticipating the on-going needs of the organization
  • Must be Pitkin County-based or able to self-relocate

 

In order to apply, please send your resume and a short cover letter to info@aspenfilm.org 

 

Aspen Film provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.