Administrative Coordinator Job Description
Job Purpose:
Under the supervision of the Executive Director, assist with organizational accounting, human resources, and office management.
Essential Duties, Responsibilities, and Abilities:
Office Management
- Manage financial record-keeping, accounts receivable, accounts payable, procurement process, and cash flow.
- Manage payroll processing, mileage, and submission
- Manage copying, filing, and organizing of files and materials
- Manage organizational finances, coordinate the annual financial audit, and preparation of the annual 990 tax return
- Manage state and federal filings
- Develop required letters and communication management with program participants, volunteers, donors, community partners, and funders.
- Support fundraising efforts
- Ensure that the facility is clean and organized.
- Organize, prioritize, and appropriately direct incoming and internal information and calls.
- Manage vendor relationships and directly or indirectly manage ongoing events, catering, space reservations, technology needs, invitations, and reservations.
- Document and track strategic partnerships, constituent profiles, and financial resources in Bloomerang and all other systems
- Support director staff to ensure essential program and service functions including but limited to systems creation and implementation, paperwork, and reporting
Human Resources
- Manage, coordinate, and/or provide administrative support
- Serve as custodian of organizational documents and records
- Serve as human resources manager, providing support to staff related to benefits, preparing and submission of payroll and mileage
- Develop, prepare, and update documents, processes, manuals, reports, packets, and presentation materials
- Maintain a high level of discretion and confidentiality
Essential Attributes:
- Ability to accurately perform database and payroll duties
- Excellent verbal and written communication skills.
- Excellent interpersonal and organizational skills: multi-task, prioritize, and meet deadlines
- Strong computer skills are imperative, including Microsoft Word, Excel, PowerPoint, Teams, OneDrive, Gusto, Bill.com, and Bloomerang.
- Experience in handling confidential material
- Greet visitors and direct them accordingly
- Able to work both independently and with others
- Responsible, detail-oriented, and conscientious about work quality
- Able to lift at least 10 pounds.
- Able to sit for extended periods and perform computer entry for extended periods
- Experience with bookkeeping and accounting a plus
- A current tuberculosis test, immunizations, and verified fingerprint and criminal record clearance before beginning work
- Experience with email management systems and client relationship management systems (CRM).
Hours: Full-time, salaried. (Some evenings and weekends), Monday-Friday 8:30 to 5:30 p.m.
Benefits: $44,000-$48,000 salary, medical insurance, IRA matching (3%), generous PTO package, phone stipend, and mileage reimbursement
APPLICATION INSTRUCTIONS: Please send your resume and cover letter to erinb@frontporchalliance.org by October 25, 2024 at 5 p.m. Interviews may begin on a rolling basis, but applications will not be accepted past 10/25/24 unless opportunity is extended.
FPA is an Equal Opportunity Employer.