This is a Hybrid Position: in-office time required for purposes of collecting and distributing mail and depositing checks that arrived in mail, scanning and forwarding paper documents to appropriate remotely located personnel, travel to storage locker for retrieval of necessary items, and occasionally to support travel team logistical support. All other activities may be performed in office or at any reasonable location. Work is with team mates in remote locations and candidate must be organized, self-directed and self-motivated to initiate and complete tasks - able to work alone or with remote co-workers via teleworking video (on Zoom or Google) on phone or via email.
Candidate must have own reliable transportation, internet capacity if electing to work remotely, ability to pass background checks, authority to work in the USA, and high level language fluency for reading, writing listening, and speaking in English is required.
Locations where other employees and frequent collaborators work include Sierra Leone, West Africa, Mozambique, Kenya, Uganda, Finland, Cornwall, London, Ireland, Haiti, Guatemala, UK, EU, USA - Virginia, Ohio, Florida, Indiana, D.C., Maryland, Texas, Kentucky, Massachusetts, Washington State, Georgia, South Carolina, North Carolina, New Jersey, Louisiana, Norway, Denmark, Germany, India, Philippines, Mexico, Canada, and other locations. Additional language fluency at any level for Francophone, Spanish, Anglophone, Portuguese, German, or other European and tribal dialects and languages (i.e., Mam, Krio, and Mende) may be helpful, but not required.
Organizational Purpose for this Position: DATABASE, COMPLIANCE & ADMINISTRATION SUPPORT
PART-TIME HOURLY POSITION - 10 TO 20 HOURS PER WEEK
Be aware, will only consider candidates who can commute, are willing to take a background check, and respond with a resume or a cover letter and references.
ROLES AND RESPONSIBILITIES
1. COMPLIANCE, FINANCIAL REPORTING, DATABASE ADMINISTRATION (70% time)
Works as a member of Admin, Legal and Finance team, to efficiently and transparently steward non-profit registrations, grants, equipment, donations, and online accounts management.
A. Compliance Management: maintaining non-profit registrations, grants reporting, and office equipment.
- Responsible for ensuring the organization files all needed paperwork with any organization that requires compliance: state registration, fundraising registration, UMC advance, grants, regulatory and oversight applications and reports, obtaining needed signatures and working with all vendors and personnel to schedule and manage workflow and flag issues and deadlines in a timely manner.
- Works with Affinity or subsequent vendors to ensure timely filing of NGO eligibility paperwork in all US jurisdictions where funds may be solicited.
- Review filing requirements annually to ensure we are up-todate, aware of changes, and abiding by the rules to avoid negative consequences of delayed filings or incomplete paperwork.
- Works with HCW Sierra Leone in-country director and HCW Executive Director bi-annually to maintain filings in Africa required for NGO regulatory compliance in Sierra Leone.
- Operates as compliance officer for nonprofit registrations and grants. Maintains state and federal nonprofit registrations and governmental compliance reporting, monitors reporting requirements and advises coworkers regarding reporting grant reporting deadlines and assists grants team in coordination of reporting compliance activities.
- Advises Executive Director of deadlines to be met for compliance and reporting requirements and progress.
- Monitors and reports program funding that has been received through UMC Advance, updates Advance records as necessary.
B. Financial Records Administration: manages the HCW donor CRM data system, currently Give Effect.
1. Regularly:
- correcting donation errors from donor’s self-entered online donations
- invoicing for pledges and donation or fundraising event receivables
- running donor tracking reports for marketing, development, and accounting purposes
- sending out donation letter thank you’s
- ensuring processed refunds in system
- creating and managing online campaigns and events
- generating deposit records, donor acknowledgements, tax receipts, and donation issue communications through expected channels.
- processing refunds and resolving donation disputes with credit users or online platform users with support of the finance team.
- Runing database financial reports for the Executive Director, Accounting, and staff so that the accounting is accurate and up-to-date, the platforms sync and transfer data correctly.
- Reviewing emerging database issues and performing maintenance and administration to update data fields and designations to maintain data integrity.
2. Annual or occasionally:
- Generating and mailing annual tax letters to donors
- Generating and mailing special direct mail appeals, such as Christmas in July and End of Year/Giving Tuesday in conjunction with the marketing and development team.
- Merging, deleting and adding data fields for campaign tracking and donor information/
C. Donor Manager
- esponsible for donation receipt and data management, to include direct and remote check deposit, cash, offline credit
- card, and paypal donations.
- Maintains profiles with online giving portals to download reports and record these donations. These portals include
- Benevity, Good Done Great, Your Cause, Network for Good, Amazon Smile, Pledgeling, Microsoft, and others.
2. MISSIONS TEAM DEPLOYMENT - SUPPORT (15%): logistical support related to travel and operations in mission activities
- logistical management of mission team, including acquisition of airline itineraries and tickets, working with Missions Technical Advisor, in-country allies, and vendors on safe, secure, reliable and reasonably priced travel, lodging, meals, and transportation for staff and volunteers in HCW-supported travel status.
- primary contact for planning and resolving international travel logistics in advance of travel,
- secondary contact to maintain an open line of communication while the team is deployed, monitoring whereabouts, safety and logistical concerns of team members.
- supports Missions Technical Advisor to recommend program changes, planning, process, and management of mission activity.
- Supports work of other HCW staff in communications and promotions of mission trips and programs benefited through mission trips.
- coordinating, obtaining and processing paperwork.
- collaborating on mission schedules and budgets, procuring mission team supplies, providing oversight, guidance and management of mission team packing and shipping needs.
- Supporting Missions Technical Advisor and program oversight staff in mission team training.
- Attending professional conferences, meetings, and seminars.
- Supporting interagency contingency planning efforts and coordinating efforts with humanitarian partners, government officials, and religious leaders.
- 3. LOGISTICS and SUPPLIES MANAGEMENT (10%)
- Manages logistical needs identified by the Executive Director, team leads, mission teams and other volunteers, staff and contract personnel
- support equipment and facilities needs for special operations (events, meetings and activities)
- support equipment and facilities needs and use for general operations (storage, office, meetings)
- Collects mail and messages and distributes via remote systems.
- support the need for staff and volunteers to have supplies needed in order to function effectively.
- Maintains list of office supply needs, manages supply chain and stock for replenishment.
- Manages relationships with vendors and determines best solutions for HCW.
- Orders supplies for events, operations, and special projects as requested.
- Maintains files on supplies ordered and purpose for purchase to account by functional use, responds to supplies requests, seeks approvals as needed, and forwards order documentation and receipts to accounting.
- Maintaining the master list of usernames and passwords for online account access.
- coordinates updates of current online accounts accessed using HCW gmail or equipment.
- Closing obsolete and unused accounts with accounting and finance.
- Reporting to E.D. suspected inappropriate billing or accounts
Pay: $26.00 - $28.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible schedule
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Physical Setting:
Education:
Experience:
- Financial Administration: 1 year (Required)
- CRM DATABASE DATA ENTRY OR MANAGEMENT: 1 year (Required)
- EXCEL: 2 years (Required)
Language:
Work Location: In person
