Administrative Assistant – Genealogy Office Full Time

This position will provide comprehensive administrative support to our Genealogy department, which will include managing internal and external communications, application records, and office needs.

The successful candidate will have excellent organizational skills, be comfortable with learning and mastering computer programs, and have a solid customer service background. An interest in history and genealogy will be useful in this role.

Position Functions

• Serves as the initial point of contact for the department by answering telephone calls, monitoring department email inboxes, and responding to all general inquiries, redirects as needed, and provides basic procedural guidance.
• Manages the department’s filing systems for membership applications. This will include filing, retrieving, and basic maintenance of systems.
• Assists the Data Entry department by pulling needed applications and tracking records.
• Monitors and processes returned applications, including preparing communication, managing returned checks, and updating status reports.
• Processes incoming and outgoing correspondence and adds notes to the appropriate documentation when applicable.
• Prepares purchase orders and orders office supplies to maintain steady levels.
• Assists department leadership with reporting, budgets, and publications. Also provides support when preparing for large Society meetings and functions.

Job Requirements

• A minimum of 2 years of administrative experience or office management experience in a high-volume setting with multiple priorities.
• Experience in client or member services and high-level customer service required.
• Two years of college and/or equivalent work experience are required.
• Effective verbal skills; able to communicate clearly and concisely with all levels of the organization and external stakeholders.
• Capable of writing effective business correspondence and strong editing skills.
• Proficiency in Microsoft Office products, especially Access and Excel. Mail merge capability required.
• Familiarity with iMIS, OnBase preferred or the ability to learn proprietary software quickly.
• Excellent organizational skills with a focus on detail, accuracy, and recordkeeping.
• Ability to work independently, handle confidential information with discretion, and adapt to shifting priorities and deadlines.
• Courteous and professional interaction with members, staff, and the public.

The DAR Offers

• Hiring annual salary range from $48,000 to $60,000, with the final determination based upon the candidate’s overall experience
• We offer both paid vacation and paid sick leave, up to 12 days each for 1st year of employment and observe 12 holidays. 
• Medical/Rx, dental, and vision benefits. 
• Employer-paid life insurance/AD&D and Long-term disability insurance. 
• Flexible spending accounts (health and dependent care) 
• HSA with employer contribution if enrolled in the HDHP option. 
• 403(b) retirement plan with a full-vested employer match. 
• Free tickets to Constitution Hall events. 

As an Equal Opportunity Employer, we are committed to building and retaining a team that represents a variety of skills, experiences, and perspectives. All employment decisions are based on business needs, job requirements, performance, and qualifications without regard to race, religion or belief, national or ethnic origin, gender/sex (including pregnancy), age, physical, mental, or sensory disability, sexual orientation, gender identity and/or expression, marital or domestic partnership status, veteran and military status, family or parental status, or any other status protected under federal, state, or local law. The DAR will not tolerate discrimination or harassment based on any of these characteristics.

Job Posted by ApplicantPro