Senior Office Assistant

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Dayton, OH, United States

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30+ days ago

The National Audubon Society is a nonprofit conservation organization that protects birds and the places they need, today and tomorrow. We work throughout the Americas using science, advocacy, education, and on-the-ground conservation. Audubon’s state, regional, national, and international programs, nature centers, and chapters have an unparalleled wingspan that reaches millions of people each year to inform, inspire, and unite diverse communities in conservation action. As a sentinel species, we recognize that the fate of birds is inextricably tied to the fate of us all.

Audubon has more than 700 staff working across the United States and seven countries in 17 state and regional offices, 41 nature centers, and 23 wildlife sanctuaries. Together as one Audubon, we aspire to alter the course of climate change and habitat loss, leading to healthier bird populations and reversing current trends in biodiversity loss.

Audubon is committed to a culture of workplace excellence, where our talented and diverse staff are deeply engaged, with a strong sense of belonging. The birds Audubon pledges to protect differ in color, size, behavior, geographical preference, and countless other ways. By honoring and celebrating the equally remarkable diversity of the human species, Audubon will bring new creativity, effectiveness, and leadership to our work throughout the hemisphere.
Position Summary:

The Senior Office Assistant will provide high-quality support to the Aullwood Audubon Business Office. Specifically, they will be responsible, under general supervision, for processing membership data, producing database reports, preparing and tracking invoices, answering phones, opening and processing mail, and providing general office support.

Essential Functions:
  • Work closely with the Center staff to ensure that bills are paid on a timely basis and that invoices are coded correctly in Audubon’s Online Invoice System to reflect the type of expense, the nature of the work, and the grant or funding source (as necessary).
  • Assist in sending invoices and tracking receivables.
  • Maintain and ensure receipts for purchasing card activity are organized, received and approved for each and every item in Audubon’s PCR system
  • Process memberships, produce mailing labels, and reports in Donor Perfect.
  • Respond to phone inquiries from vendors, staff and patrons
  • Assist in tracking online sales in Ecwid.
  • Assist in preparation of reimbursables to the Friends of Aullwood, Inc.
  • Inventory and order office supplies
  • Manage the organization of the office
  • Sort incoming and prepare outgoing mail including memberships and distribute accordingly
  • Assist with bank deposits
  • Stock store shelves and assist with inventory
  • Assist in guest services as needed
  • Other duties as requested.
Qualifications and Experience:
  • High School Diploma or GED equivalent required, Assoce Degree preferred, and 2+ years' experience in an office support role. An equivalent combination of education and experience will also be considered.
  • Meticulous attention to detail with a high level of accuracy and a can-do attitude are essential
  • Excellent interpersonal skill with the ability to work with a wide variety of staff and patrons while maintaining a pleasant and welcoming demeanor.
  • Proven ability to function well in a fast-paced environment with interruptions.
  • Ability to work independently, with limited supervision, as well as part of team.
  • Excellent customer service and communication skills
  • Ability to learn and use databases and POS systems
  • Have a problem-solving attitude
  • Proficiency in Microsoft Office products, including Outlook, Word and Excel; database experience a plus.
  • Ability to exercise discretion and maintain strict confidentiality.
  • Valid Driver’s license required.
  • Must be able to sit/stand for long periods of time, traverse moderate distances, bend and lift objects up to 40 pounds, with or without accommodation.
EEO Statement:
The National Audubon Society is a federal contractor and an Equal Opportunity Employer (EOE). All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. We are committed to a policy of nondiscrimination, inclusion and equal opportunity and actively seek a diverse pool of candidates in this search.
Accessibility Statement:
The National Audubon Society endeavors to keep our careers site accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.
COVID Policy:
All new hires must be fully vaccinated prior to their start of employment unless they are pre-qualified by HR for exemption.