Administrative Assistant, Congregational Library and Archives, (Boston, MA)

Posted July 19, 2024

The Congregational Library & Archives seeks an Administrative Assistant with an interest in
non-profits and with great attention to detail to provide support for the library’s financial and
advancement operations.

The Congregational Library & Archives (CLA) is an independent research library located in
Boston, Massachusetts. Established in 1853, CLA is a repository for some 225,000 books,
pamphlets, periodicals, and manuscripts documenting the development and growth of the
Congregational tradition in the United States as well as Canada and Great Britain. The rare book
collections include an unusually large and rich collection of first- and second-generation Puritan
works.

CLA’s mission is to foster deeper understanding of the spiritual, intellectual, cultural, and civic
dimensions of the Congregational story and its ongoing relevance in the 21st century by
collecting and sharing materials and by actively engaging with, among others, scholars and the
general public. To carry out this mission, CLA preserves and makes available materials
pertaining to Congregationalism, the history of which has been interwoven with the development
of North America and the United States since the seventeenth century. CLA’s library and
archives holds a rich collection of historical materials, which have significance not only for
church history, but also for social and political history and genealogy. It provides free access to
the collections, including online through New England’s Hidden Histories. CLA offers
educational programs, including exhibits, author talks, and book discussion groups for a broad
range of audiences.

Description
The Administrative Assistant will support the Executive Director and the Director of
Development by providing general office management, overseeing accurate financial accounting,
and assisting with annual fundraising efforts and events.

Job Responsibilities

• Perform daily administrative activities for the office (answer telephones, schedule and
  manage calendars, filing, sorting, and distributing mail).
• Maintain monthly vendor/contractor relationships for office supplies, furniture, and
  equipment.
• Utilize QuickBooks to maintain financial records according to generally accepted
  accounting principles including accounts payable, accounts receivable, and billing.
• Assist with gathering information and supporting documentation requested during annual
  financial statement audits.
• Reconcile bank statements weekly and ensure financial integrity, coordinating with an
  external Controller.
• Manage the client relationship management system (eTapestry) to maintain donor
  records, gift recording and access reports as requested.
• Prepare written correspondence, including reporting and solicitations, on behalf of
  senior staff.
• Provide organization and support for institutional events by managing attendee
  registration, coordinating vendors and caterers, and assisting with set-up and
  breakdown.
• Assist with the distribution of six annual mass mailings by compiling mailing lists and
  managing the in-house production and printing.

Qualifications

• Demonstrated ability to work in a fast-paced environment, manage multiple priorities
  and complete projects;
• Proficiency in MS Office;
• Familiarity with bill.com and Quickbooks, preferred;
• Excellent organizational and communication skills (written and spoken);
• Ability to work independently, solve problems and actively seek assistance when needed;
• Strong attention to detail;
• Discretion and confidentiality with respect to financial and donor records;
• Enthusiasm for the Library’s mission and for helping the institution reach its annual
  goals for financial growth;
• Sense of humor, dependability and collaborative spirit.

Compensation
The salary range for this position is $45,000 – $48,000 annually, commensurate with experience.
CLA provides a generous package of benefits, including medical and dental insurance (80% and
75% employer contribution for individual and family coverage, respectively), short-term and
long-term disability insurance, and 403(b) matching contributions up to 3%. Also, significant
paid time off is offered, including holidays, personal days, vacation days, and sick days. CLA
provides a monthly stipend for a MBTA pass for those who live in metro Boston. Staff have
access to funding for one professional development opportunity a year.

Application

Applicants are required to submit a resume and cover letter that describes how your
qualifications and experience match CLA’s needs and mission. Please send to Kyle Roberts at
[email protected] and include “Administrative Assistant” in the subject line. Review of
applications begins on August 19, 2024, and continues until the position is filled.
CLA encourages and welcomes diversity throughout the organization. CLA does not
discriminate and protects against harassment based on race, color, national origin, religion,
gender, gender identity, sexual orientation, age, disability, veteran status, marital status, or any
other characteristic protected by law. CLA employs people based on ability, experience,
education, and character.

CLA’s policy applies to all aspects of employment, including recruitment, hiring, retention,
promotion, compensation and benefits, working conditions, performance evaluation, professional
development, disciplinary action, and termination.