Administrative Assistant

BOYS & GIRLS CLUBS OF THE COLORADO RIVER

Position Description: Administrative Assistant

Location: Bullhead City, Arizona
Employment Status: Full-Time, Non-Exempt
Compensation: $20.00–$24.00 per hour, depending on qualifications and experience
Reports To: Chief Executive Officer (CEO)

Position Summary

The Boys & Girls Clubs of the Colorado River is seeking a highly organized, detail-oriented, and dependableAdministrative Assistant to support the organization's financial operations, donor management, executive administration, and daily office activities.

This position serves as the primary day-to-day QuickBooks user and is responsible for maintaining accurate financial records, processing financial transactions, coordinating administrative activities, and providing professional support to the CEO and Board of Directors.

The successful candidate will possess strong bookkeeping skills, excellent communication abilities, proficiency with modern office technology, and a commitment to the mission of the Boys & Girls Clubs of the Colorado River.

Essential Duties and Responsibilities

1. Financial Administration & Bookkeeping

• Serve as the organization's primary QuickBooks user, ensuring financial transactions are entered accurately and promptly.
• Process accounts payable, enter vendor invoices, and prepare payments for authorized approval.
• Receive, document, and prepare deposits from donations, program fees, fundraising activities, and other revenue sources.
• Maintain accounts receivable records and assist with tracking outstanding balances.
• Accurately classify financial transactions using established accounting procedures.
• Prepare monthly financial statements and reports, including profit and loss statements, balance sheets, and budget-to-actual comparisons, for review by the CEO and external accountant.
• Assist with monthly financial closing activities and prepare documentation necessary for bank reconciliations.
• Maintain organized records of financial transactions, invoices, receipts, deposits, and other supporting documentation.
• Assist the CEO and external accountant with financial information requests.
• Coordinate with the organization's external auditor by providing requested financial records and documentation.
• Follow established financial policies, internal controls, and approval procedures.

Financial Authority and Internal Controls

This position does not have authority to approve expenditures, independently authorize payments, or sign on organizational bank accounts.

Payment approvals will remain with designated authorized personnel. Bank reconciliations will be subject to independent review by an authorized individual other than the employee responsible for recording the related transactions.

The organization will continue to retain its external accountant and independent auditor.

2. Donor Database Management & Contribution Tracking

• Maintain accurate and current donor records within the organization's donor management database.
• Enter and update donor contact information, contribution histories, and relevant donor details.
• Record and track charitable contributions, sponsorships, and other fundraising revenue.
• Coordinate with the CEO and appropriate staff to ensure donations are accurately recorded in both the donor database and QuickBooks.
• Assist with preparing donor acknowledgment letters, contribution receipts, and thank-you correspondence.
• Generate donor lists, giving histories, fundraising summaries, and other reports as requested.
• Assist with maintaining sponsorship records and tracking fundraising commitments.
• Support the administrative recordkeeping needs of fundraising campaigns and special events.
• Maintain confidentiality and accuracy of donor information.

3. Executive & Board Administrative Support

• Provide administrative support to the Chief Executive Officer.
• Attend Board of Directors and designated committee meetings and prepare accurate, professional meeting minutes.
• Assist with preparing and distributing meeting agendas, board packets, reports, and supporting materials.
• Maintain organized records of Board meetings, minutes, resolutions, policies, and other governance documents.
• Coordinate meeting schedules, calendars, and communications with Board members.
• Draft, proofread, format, and distribute correspondence, reports, and presentations.
• Assist with special projects and administrative assignments as directed by the CEO.

4. Office Administration & Communication

• Serve as a primary point of contact for the organization's administrative office.
• Answer telephone calls, greet visitors, and respond professionally to general inquiries.
• Communicate with parents, donors, vendors, Board members, community partners, and staff.
• Manage incoming and outgoing correspondence, including mail and email.
• Maintain organized electronic and physical filing systems.
• Order and maintain office supplies.
• Assist with maintaining organizational calendars, contact lists, and administrative records.
• Provide administrative support to the organization's Club locations as needed.
• Help maintain an efficient, welcoming, and professional office environment.

5. Technology & Digital Administration

• Demonstrate proficiency withMicrosoft Office, including Word, Excel, Outlook, and PowerPoint.
• Demonstrate proficiency withGoogle Workspace, including Gmail, Google Drive, Docs, Sheets, Calendar, and Forms.
• Create and maintain spreadsheets, financial summaries, reports, presentations, and other business documents.
• Utilize QuickBooks efficiently for transaction processing, financial tracking, and reporting.
• Maintain organized shared electronic files and collaborative workspaces.
• Identify opportunities to improve administrative efficiency through technology.
• Experience with artificial intelligence tools, includingChatGPT (OpenAI) andClaude (Anthropic), is preferred.
• Use organization-approved AI tools appropriately to assist with correspondence, document preparation, information organization, and administrative efficiency while safeguarding confidential organizational, financial, donor, and personnel information.

Required Qualifications

• High school diploma or equivalent.
• Minimum of two years of experience in bookkeeping, accounting support, office administration, or a related position.
• Demonstrated proficiency with QuickBooks is required, including entering transactions, processing accounts payable, recording deposits, and generating financial reports.
• Proficiency with Microsoft Office, particularly Excel, Word, and Outlook.
• Proficiency with Google Workspace, particularly Sheets, Docs, Gmail, and Drive.
• Ability to maintain accurate financial records and prepare professional reports.
• Strong written and verbal communication skills.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple priorities and meet deadlines.
• Ability to work independently and exercise sound judgment.
• Commitment to maintaining confidentiality and following established financial controls.
• Professional, courteous, and service-oriented demeanor.
• Ability to successfully complete required background screening and comply with organizational safety policies.

Preferred Qualifications

• Associate's or bachelor's degree in accounting, business administration, finance, or a related field.
• Three or more years of bookkeeping and administrative experience.
• Experience working in a nonprofit organization or youth-serving agency.
• Familiarity with nonprofit accounting practices and restricted donations.
• Experience maintaining donor databases or customer relationship management (CRM) systems.
• Experience preparing Board of Directors or committee meeting minutes.
• Advanced Excel and Google Sheets skills, including formulas, financial tracking, and reporting.
• Experience with ChatGPT, Claude, or other AI-powered productivity tools.
• Experience supporting fundraising events and donor acknowledgment processes.

Key Competencies

Financial Accuracy: Maintains precise and reliable financial records.

Organization & Time Management: Effectively manages multiple responsibilities and deadlines.

Technology Proficiency: Confidently uses accounting software, spreadsheets, cloud-based applications, and office productivity tools.

Communication: Interacts professionally and effectively with staff, donors, Board members, vendors, and community partners.

Confidentiality & Integrity: Handles sensitive financial, personnel, and donor information responsibly.

Initiative & Problem Solving: Identifies opportunities to improve administrative procedures and organizational efficiency.

Teamwork: Works collaboratively with the CEO, Director of Administration, Club leadership, and other staff.

Mission Commitment: Demonstrates a genuine commitment to helping young people succeed.

Work Environment & Schedule

This is a full-time, primarily office-based position located at the Boys & Girls Clubs of the Colorado River administrative office in Bullhead City, Arizona.

The position generally follows a standard weekday schedule. Occasional evening, weekend or holiday work may be required for Board meetings, organizational events, or other scheduled activities.

Compensation & Benefits

Hourly Pay: $20.00–$24.00, depending on qualifications and experience.

Benefits and paid time off will be provided in accordance with the organization's established policies and eligibility requirements.

About Boys & Girls Clubs of the Colorado River

The Boys & Girls Clubs of the Colorado River is a nonprofit 501(c)(3) organization serving children and teens in Bullhead City, Fort Mohave, and Laughlin.

Our mission is to enable all young people, especially those who need us most, to reach their full potential as productive, caring, responsible citizens.

Through academic support, character and leadership development, healthy lifestyles programming, recreation, and positive relationships with caring adults, we provide an optimal Club environment where young people can learn, grow, and thrive.

Equal Employment Opportunity

Boys & Girls Clubs of the Colorado River is an equal opportunity employer and provides employment opportunities without regard to legally protected characteristics.

This description outlines the general nature and level of work performed and is not intended to be an exhaustive list of responsibilities. Duties may be modified to meet organizational needs.