Careers

Job Summary

The Administrative Assistant will be responsible for performing a variety of administrative and clerical tasks. The duties of the Administrative Assistant include providing support to Ventana Fund’s managers, consultants, board members, and employees, assisting with daily office needs; receiving direction from Ventana Fund employees, consultants, board members, and managers to complete assignments; and other tasks as assigned.

This part-time, non-exempt (hourly) position will be based in the Albuquerque office. It requires a detail-oriented, initiative-taking, and responsible individual with excellent office and time management skills who can perform repetitive as well as non-routine assignments. This individual must be a self-starter capable of performing work with minimal direct supervision. This position has growth potential.

Job Responsibilities

Below are representative of the duties performed by this position. Additional duties may be assigned from time to time depending on the needs of the organization.

Daily/Ad-Hoc:

• Answer the phone and the front door
• Basic receptionist duties
• Check Ventana Fund website and emails for potential new leads and forward appropriately
• Follow up with website Contact Us forms, emails and/or phone calls, or forward appropriately
• Assist Operations Manager in updating Ventana Fund website as necessary, including events, news, loan data, etc.

Weekly:

• Check Ventana Fund’s PO Box
• Excel data entry

Biweekly:

• Mail, scan, and file checks in advance of payment due date
• Maintain Notion with policies, minutes, financials, etc.

Monthly:

• Assist with preparation of board and committee agendas, draft meeting minutes in a clear and concise format, and forward for review as appropriate
• Assist with maintaining Ventana Fund calendar of meetings and forward calendar invites to board and committee members
• Assist Operations Manager in collecting monthly reports from borrowers including rent and income certification
• Filing
• Inventory and order supplies

Annually:

• Assist Operations Manager in collecting annual reports from borrowers including rent and income certification, and minority, women, and veteran survey
• Assist in collecting board and committee annual conflict of interest forms

Qualifications

• Experience in non-profit organizations preferred, not required
• Excellent office and computer skills, particularly MS Office suite program
• Capable of using Microsoft Excel to create, edit, and review spreadsheets. Must be proficient in using formulas, creating pivot tables, graphs, etc. (will be tested)
• Technologically saavy
• Must be able to assimilate information from multiple sources and perform critical thinking to arrive at a conclusion
• Must be able to collaborate with other team members
• Teachable, adaptable with growth ability
• Ability to exercise sound judgment in making decisions
• Ability to assess and prioritize multiple tasks, projects and demands
• Ability to establish priorities
• Knowledge of and experience using problem-solving techniques
• Ability to interpret and apply organizational policies and procedures
• Ability to complete tasks within deadlines
• Bilingual (English/Spanish) preferred, not required

SUPERVISORY RESPONSIBILITIES: This position does not require any supervisory responsibilities.

PHYSICAL DEMANDS: This position requires basic physical demands for working in an office environment including, sitting for lengthy periods, using computers and other typical office equipment, driving a car/van, lifting and carrying documents and other materials up to 10 pounds, and walking.

TRAINING: No special training is required for this position. Standard training for all employees will be applied to this position as well as any training deemed beneficial by management in the future.

COMMUNICATIONS: Reports to the Executive Director and interacts with Ventana Fund employees and contractors, New Mexico state agencies’ staff, federal agencies’ staff, state and local elected officials, the public, and private and/or corporate entities.

EQUIPMENT USED: Typical office equipment will be used such as computers, calculators, phones, copier/printers, projectors, and cars/vans.

WORK ENVIRONMENT: This position will generally work in a standard, smoke-free, indoor office environment with other staff.

CONDUCT: As an employee and representative of Ventana Fund and its Board of Directors, all personnel are required to exhibit and practice the highest standard of honesty and integrity and must perform under a standard of professional behavior that requires adherence to the highest principles of ethical conduct in all aspects of the position.

OTHER REQUIREMENTS: Must have or be able to obtain within an agreed-upon time, a valid New Mexico driver's license and regular access to a dependable, insured vehicle for use in Ventana Fund errands and inspections. May be subject to periodic driving record checks.

How to Apply

Applicants will be evaluated on their ability to follow instructions:

• Prepare a cover letter and resume and email them as a PDF document to kyevoli@ventanafund.org. Include your name and the position title in the subject line.
• Cover letter to include:

1. 1.  What you would like us to know about you that we may not be able to see in your resume.
   2.  Why you are interested in working for Ventana Fund, and why you believe you are a good fit for this   position and the organization.
   3.  Three professional references complete with contact information.

INTERVIEW PROCESS

• Candidates that best meet the position parameters will be interviewed by Ventana Fund’s Executive Director. Interviews may be held virtually at Ventana Fund’s discretion.
• Prior to employment, Ventana Fund will conduct a complete background check that includes credit, criminal, prior employment/professional references and any degree(s) provided as qualification.
• Applications will be reviewed on a rolling basis and the position will remain open until filled.

Benefits – Pro-Rated Paid Holidays

Salary Range – $18-$25/hour based on experience

Working Hours – 20 hours per week

Desired Start Date for Position – May 15, 2024

Application Due Date – April 30, 2024

Equal Opportunity Employer – Ventana Fund is an Equal Opportunity Employer. All applicants will be considered for employment without attention to race, color, religion, sexual orientation, gender identity, national origin, veteran or disability status, or any other category protected by federal, state, or local law.