I. JOB SUMMARY
The Office and Operations Administrator is directly responsible for the organization and maintenance of the administrative office environment for this non-profit human services organization. This position requires the ability to process monthly financial transactions (payroll, accounts payable/receivable, etc.) through Quickbooks Online and other software. Friendly and professional communication in person, on the telephone, in writing, and electronically with both internal and external stakeholders of the agency (clients, family and guardians, office guests, agency employees, donors, community organizations, and vendors) is also required.
Additionally, this position calls for the ability to maintain confidentiality and manage sensitive information. The Office and Operations Administrator will maintain all company files and correspondence in an organized manner and will regularly use and maintain office equipment. They will enter data, produce reports for use by management, and produce attractive materials for marketing the services of the agency.
The Office and Operations Administrator will readily assist the Executive Director with many tasks that ensure effective operations of The Arc programs and will be asked to problem solve, run errands, and communicate with others on an ongoing basis to assist in the carrying out of the agency’s mission.
II. ESSENTIAL JOB DUTIES
- Utilize Quickbooks for accounts payable and receivables;
- Prepare and make deposits on regular basis;
- Process bi-weekly payroll and payroll taxes;
- Help oversee budget and produce monthly financial reports for board of directors;
- Answer and direct telephone, voicemail, written inquiries, schedule appointments, and maintain organizational info email account;
- Greet and direct office visitors;
- Collect, open, and distribute office mail;
- Preparing general outgoing mail and packages, take to appropriate locations, and assist with mass mailings, as needed;
- Prepare or assist with the preparation of board information packet;
- Prepare written acknowledgement of donations and letters of appreciation for agency;
- Organize and manage grant material as directed;
- Coordinate with Program Committee for dates to create monthly Community Connections calendar both printed and electronic, and mail, as needed;
- Assist in the planning and preparation for activities, special events and fundraising events. Attend these activities and events when requested;
- Assist in maintaining and update all social media including organization Facebook page and website;
- Maintain all volunteer files, handbook and responsible for scheduling volunteers when needed, maintain online volunteer sign ups for activities;
- Create and update monthly activity sign up sheets;
- Assist in marketing and fundraising campaigns, including preparation of packets, brochures, flyers, etc.;
- Maintain office equipment by performing routine tasks and coordinate vendors when needed;
- Maintain an inventory of general office supplies; order or shop for all supplies in a cost effective manner (includes clerical supplies, postage, paper products, cleaning products, etc.);
- Assist in preparation for programming and meetings and assist in clean-up of the space and supplies;
- Maintain shared files and documents;
- Ability to maintain confidentiality as required by law, and expectations of The Arc of Allegan County;
- Additional duties as assigned.
III. NON-ESSENTIAL JOB DUTIES
- Maintain office cleanliness;
IV. CONTACTS AND RELATIONSHIPS
- Interacting with others in a sensitive, professional, compassionate and confidential manner;
- Frequent contact with clients and family members;
- Frequent contact with vendors;
- Frequent contact with agency visitors and those interested in agency services.
V. JOB SPECIFICATIONS
Required:
- High School diploma or GED equivalent;
- Two years administrative or clerical experience;
- Interest and compassion for people with disabilities;
- Knowledge of accounting, administrative and data management procedures and practices;
- Proficient in the use of Microsoft Word and Excel, Quickbooks Online, and ability to become proficient in Canva, Constant Contact, and Charityproud CRM software;
- Experience in Accounts Payable, Accounts Receivables and Payroll;
- Knowledge of clerical procedures and practices;
- Excellent written and verbal communication skills;
- Good judgment, problem solving and decision-making skills;
- Excellent planning, organizing, time and work management skills;
- Ability to use office equipment and technologies including computers, scanners, copiers, telephones, voicemail system, email systems and internet.
Preferred:
- Associates Degree with business related emphasis;
- Experience working with persons with disabilities;
- Two years related experience in a human service or nonprofit office.
Pay: $15.00 - $18.00 per hour
Benefits:
Experience:
- Quickbooks Online: 1 year (Preferred)
- Accounts payable: 1 year (Preferred)
Work Location: In person
