Job Description

Location: 7700 Congress Avenue, Suite 3212, Boca Raton, FL 33487 

Employment Type: Full-time 

Salary Range: $48,000 - $57,000 per year

About Us:  

Roots and Wings is a mission-driven nonprofit organization dedicated to supporting and encouraging children’s reading skills and teachers who inspire learning. We are seeking an organized and detail-oriented Administrative Assistant to support our operational, financial, and nonprofit management activities.

Key Responsibilities:  

Business Operations  

• Ensure compliance with all licensing and regulatory requirements. 
• Maintain current business licenses and permits. 

Financial Management  

• Monitor payments to consultants, teachers, and literacy coordinators. 
• Prepare accounts payable and ensure proper documentation for all financial transactions. 
• Perform financial consolidation for bank statements and credit card accounts. 
• Accurately code and report financial transactions using QuickBooks. 
• Track and report in-kind donations and prepare monthly donor reports. 
• Ensure that backup systems are utilized and working properly. 
• Maintain organized records through scanning and filing (both paper and digital). 
• Use intermediate Excel skills for financial tracking and reporting. 

Nonprofit Operations  

• Manage donor data using nonprofit CRM, ensuring accuracy and cleanliness of data. 
• Understand and optimize how CRM interfaces with other software programs (such as QuickBooks, MailChimp, Stripe). 
• Conduct donor correspondence, engagement, and research using nonprofit CRM. 
• Assist with donor engagement strategies and ensure timely acknowledgment of gifts. 

Software and Tools  

• Intermediate Skill Level Needed with SaaS: 
• Outlook 365 for email and scheduling. 
• Excel for data analysis and tracking. 
• Nonprofit donor management systems. 
• QuickBooks for financial management. 
• PowerPoint for creating presentations. 

Qualifications:  

• Education: Bachelor’s degree preferred, or equivalent work experience. 
• Experience: Minimum of 2 years in an administrative role within a nonprofit organization. 
• Intermediate to advanced knowledge of nonprofit donor management systems. 
• Strong understanding of nonprofit financial and donor management practices. 
• Proficiency in Microsoft 365, particularly Outlook, Excel, PowerPoint, and scheduling software. 
• Exceptional organizational skills with attention to detail. 
• Ability to handle sensitive information with confidentiality. 
• Strong communication skills, both written and verbal. 
• Ability to work in a fast-paced environment. 

Preferred Skills:  

• Familiarity with MailChimp, Stripe, and other financial platforms. 
• Experience in donor engagement and retention strategies. 
• Ability to manage mass mailing campaigns. 
• Advanced skills in Excel. 
• Creativity is a plus. 

What We Offer:  

• A supportive and collaborative small team environment. 
• Ability to make a meaningful impact within our community. 
• Growth opportunities within the organization. 
• Paid time off; medical, dental, and vision insurance.

To Apply:  

Please submit your resume and a cover letter detailing your qualifications and interest in this position to [email protected]. Applications will be reviewed on a rolling basis until the position is filled.

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