GUAM PRESERVATION TRUST

Position Description

Job Title: Administrative Assistant

PURPOSE OF THE POSITION

To assist the Officer Manager & Financial Service Coordinator to oversee the administration of operations of the Guam Preservation Trust.

PRINCIPAL RESPONSIBILITIES

Board of Directors Meeting

Assist The Officer Manager & Financial Service Coordinator:

1. Scheduled Board of Directors Meetings and Public Advertisement as required by law;
2. Provide Board meeting agenda and meeting documents;
3. Coordinate internal administrative requirements (Board Stipend, Board Meeting Minutes, Pubic Accountability Requirements, etc.)
4. Prepare all Board meeting notices for publication in the media as required by law

Records Management

Assist The Officer Manager & Financial Service Coordinator:

1. Maintain & upgrade Guam Preservation Trust records management system
2. Process administrative records and reports relating to Trust business
3. Maintain correspondence logs of Trust business
4. Maintain reports, indexes and lists of current Trust initiatives and projects

Financial Management

Assist The Officer Manager & Financial Service Coordinator:

1. Coordinate payment schedules with accounting consultant and any other related tasks
2. Preparation of Expenditure Summary reflecting Board projects & grants
3. Preparation of Accounts Payables
4. Maintain Accounts Payables Files
5. Maintain Deposit and Check Distribution Files
6. Maintain Tax Records
7. Report monthly accounting activity to consulting bookkeeping firm
8. Processing and Transmission of Federal Withholding
9. Processing and Electronic Transmission of FICA taxes
10. Work with Dept. of Administration for issuance of revenues due to the Trust
11. Work with Dept. of Public Works, Permits Division to verify revenues due to the Trust
12. Depositing Trust income into GPT accounts as directed by the Chief Program Officer
13. Maintain of payroll time sheets
14. Collaborate with Development Officer to Prepare the Citizen’s Centric Report as required by Law by the Public Auditor
15. Work with hired consultants for preparation of Audits
16. Maintain program and project files for financial and procurement accountability
17. Coordinating with the consulting accounting firm to generate monthly financial reports to the Guam Legislature.
18. Coordinating with the consulting accounting firm to generate monthly financial reports to the Office of the Public Auditor
19. Work with website administrator for posting of all monthly and annual financial reports as required by law

Procurement Administration

Assist The Officer Manager & Financial Service Coordinator:

1. The procurement of supplies, equipment, and services for the Trust
2. Oversee the bidding and contracting of large-scale purchases
3. Assist staff to safeguard compliance of procurement procedures

Other Duties

1. Assist in the coordination of all Trust activities
2. Conduct other duties as directed by the Board or the Chief Program Officer
3. Special projects as assigned by the Chief Program Officer

Minimum Qualifications

 Knowledge:

1. High School graduate or GED Certificate.

 Skills and Abilities

• Excellent interpersonal, oral, and written communication skills;
• Self-starter, motivated, ability to manage multiple tasks simultaneously;
• Respectful of deadlines of self and others;
• Organizational and time management skills essential;
• Extensive computer skills (expertise with Microsoft and Email Program required); and
• A high level of discretion and confidentiality for both business and personal affairs.