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Administrative Assistant

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Published 25 days ago

ABOUT THE ACLU OF MAINE

We are the Maine affiliate of the American Civil Liberties Union. We fight for equality, justice, and freedom for all people in Maine in the statehouse, in the courthouse and through public education and engagement. We are active in the areas of criminal legal reform, racial justice, immigrants' rights, reproductive rights, women's rights, Indigenous rights, LGBTQ+ rights, voting rights, privacy, and freedom of speech and religion.

We are a passionate, highly motivated group and we are looking for exceptional talent to join our team. To learn more about us, visit our website (https://aclumaine.org/)

OPPORTUNITY

The American Civil Liberties Union of Maine seeks an Administrative Assistant who will work across the affiliate to ensure all teams have unparalleled support to perform their objectives.

Our next Administrative Assistant works well under deadline, is able to problem-solve, multi-task, respond swiftly and calmly to internal requests, and can work independently and collaboratively as part of the ACLU of Maine operations team. They will have a commitment to racial justice, equity, diversity and inclusion with an approach that values every individual, respects differences, and builds networks and relationships that move items to action.

The Administrative Assistant position is a union position represented by MSEA-SEIU Local 1989

KEY AREAS OF RESPONSIBILITY

Administration

  • Admit or exclude visitors as appropriate, accommodate waiting visitors
  • Assist with planning and execution of events and board meetings, including venue rentals, printing and mailing of programs invitations, registrations and on-site audio/visual requirements
  • Provide administrative support as needed and/or requested; scheduling meetings, general clerical duties, including but not limited to photocopying, and coordination of mass mailings
  • Maintains digital and print filing systems as assigned
  • Coordinates and assists with travel arrangements for staff
  • Support office supply ordering and maintenance of office equipment
  • Receive and process incoming mail including assisting with legal intake process
  • Respond to general inquiries received through info@aclumaine.org account

Finance

  • Performs finance tasks including maintaining records, data, and basic bookkeeping
  • Manage office expenses
  • Conduct monthly internal reconciliation with the Office Manager
  • Verify and mail outgoing checks
  • Support audit process

Development

  • Serve as the primary administrator of the development database (data entry, systems management, and reporting)
  • Prepare reports from the database as requested on fundraising progress
  • Support the implementation of special mailings, including appeals, annual reports, and thank-you mailings
  • Prepare and send personalized and prompt acknowledgement letters
  • Routinely generate new member lists and prepare welcome letters
  • Assists with gift processing (gift entry, tracking, reporting, and follow-up communications with donors and members)

EXPERIENCE & USEFUL SKILLS

The ideal candidate will have experience with OR a desire to learn:

  • Proficiency with office technology and information systems, including databases, word processing, and spreadsheets
  • High-level of discretion and confidentiality with sensitive information
  • Strong customer-service mindset
  • Willingness and availability to work occasional evenings and weekends, as necessary
  • A commitment to the mission and values of the ACLU of Maine

COMPENSATION & BENEFITS

This is a salaried, exempt position with a starting salary range of $60,000-$65,000 based on individual experience and abilities. Excellent benefits include vacation, personal, and sick leave, paid holidays, individual employer-provided health and dental insurance, life insurance and long-term disability, paid family medical leave, 401k defined contribution plan with employer match.

LOCATION

The ACLU of Maine’s office is based in Portland, Maine. Currently staff are working in a hybrid remote and in-person environment and are discussing long-term plans.

As an organization, we value working together and look forward to when we can safely return to our office. Candidates outside of Portland and/or Maine will be considered for this position with the understanding that relocation to the Portland region will be ultimately required.

APPLICATION PROCEDURE

To apply, please submit a cover letter (no more than 500 words) and resume to: careers@aclumaine.org. Include your name and “Administrative Assistant Job Posting” in the subject line. If you need assistance or accommodation, contact us at 207-774-5444 ext. 6 or careers@aclumaine.org.

Your cover letter should explain ways in which you satisfy the skills and qualifications specified above. We also invite applicants to include in their letter information about how their background and/or experiences could contribute to the diversity, cultural vitality, and perspective of our staff and advocacy work.

The ACLU of Maine is an equal opportunity employer. We value a diverse workforce and an inclusive culture. The ACLU of Maine encourages applications from all qualified individuals without regard to race, color, religion, gender, sexual orientation, gender identity or expression, age, national origin, marital status, citizenship, disability, previous criminal conviction, and veteran status.

HIRING TIMELINE

Applications will be accepted until August 26, 2022, at which time the job announcement will be removed from our website.

We will schedule interviews with qualified candidates as we review applications and hope to have the selected candidate start by early October 2022.

ABOUT THE ACLU OF MAINE

We are the Maine affiliate of the American Civil Liberties Union. We fight for equality, justice, and freedom for all people in Maine in the statehouse, in the courthouse and through public education and engagement. We…

Details at a Glance

  • Time Commitment
    clock icon
    Full Time Schedule
  • Start Date
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    October 3, 2022
  • Application Deadline
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    August 26, 2022
Salary
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USD $60,000 - USD $65,000
/ year

Location

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Temporarily Remote
Work must be performed in or near Portland, ME
Associated Location
Portland, ME, USA

How to Apply

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