Title: Agency Operations Coordinator
Reports To: Executive Director/CEO, with direct supervision by the Senior Director of Finance & Operations/CFO
Status: Full-Time, Hourly, Non-Exempt, 37.5 hours per week
Schedule: Regular office hours are 8:00 AM to 4:30 PM, Monday through Friday, with one unpaid hour for lunch. Occasionally, this position may require attendance at certain events taking place outside of regular business hours, including during evenings or weekends. In these instances, the employee’s weekly schedule will be adjusted by the supervisor. This position is not remote-eligible.
Responsibilities Overview
Under the direct supervision of the Senior Director of Finance & Operations/CFO, the Agency Operations Coordinator provides administrative, financial, and operational support for the agency with a major emphasis on daily A/P, A/R, PR, GL, and donor data entry; completing financial and other data entry for all departments; preparing financial reports, presentations, and other organizational documents; greeting visitors and answering phone calls; referring callers with emergency needs to appropriate agencies; scheduling VITA tax preparation appointments; preparing and distributing meeting minutes; maintaining agency records and files; preparing mailings, packets, and other outreach materials; coordinating office operations and purchasing; and providing administrative support for fundraising, community impact, Board, committee, and agency activities and events. Other duties are assigned by the Senior Director of Finance & Operations.
The Agency Operations Coordinator is expected to be a positive representative of the agency who demonstrates professionalism, integrity, initiative, and exceptional customer service while treating others with compassion, kindness, and respect and embracing an attitude of servant leadership in all aspects of their work.
Essential Duties and Responsibilities
· Daily data entry to record campaign donations and maintain accurate donor records.
· Run regular financial and operational reports to support department directors, grant compliance, budgeting, and organizational decision-making.
· Maintain accounts receivable by posting payment transactions, adjustments, transfers, pledges, and billing information.
· Enter invoices, assign appropriate departmental coding, and prepare disbursements for payment.
· Enter employee time, assist with payroll processing, and maintain related records.
· Prepare monthly journal entries and other accounting transactions as assigned.
· Maintain organized financial, donor, and administrative records in accordance with agency policies.
· Answer the telephone, greet visitors, schedule VITA appointments, and provide courteous assistance to callers and guests.
· Prepare meeting agendas, minutes, reports, presentations, mailings, and other agency correspondence and materials.
· Assist with grant administration, fundraising activities, special events, Board and committee support, and other agency projects.
· Order office supplies and assist in maintaining the efficient operation of the agency office.
· Assist with other projects and duties as assigned.
These job responsibilities are intended to represent the primary functions of this position. As with every position at United Way of the River Cities, it is not possible to define every responsibility precisely. Employees are expected to work cooperatively across departments and assist wherever needed to promote an efficient, collaborative, and mission-focused organization.
Qualifications to Perform Job Successfully
- Bachelor's degree in accounting, business administration, finance, nonprofit management, office administration, or a related field. Equivalent combinations of education and progressively responsible experience may be considered.
- Minimum of two years of accounting, administrative, finance, or office operations experience preferred.
- Possess advanced computer skills working with Microsoft Word, Excel, Outlook, PowerPoint, Teams, and data entry programs.
- Possess working knowledge of QuickBooks or similar accounting software.
- Experience working with customer relationship management (CRM) software and financial management systems preferred.
- Familiarity with different computer file types and importing and exporting data.
- Extreme attention to detail, accuracy, and organizational skills.
- Experience working in the nonprofit sector is preferred.
- Must pass a background check.
- Must be willing to sign a confidentiality statement.
The Agency Operations Coordinator has unquestioned integrity; a long-term perspective; a strong sense of accountability; a practical ability to get things done; wisdom and good judgment; a fair and thoughtful approach to completing tasks, combined with the flexibility to adapt to changing priorities; excellent verbal and written communication skills; strong organizational and problem-solving abilities; a commitment to continuous improvement; a positive attitude; and the ability to work collaboratively while supporting the mission, vision, and core values of United Way of the River Cities.
Skill Requirements
· Proficient in Microsoft 365 programs, with a willingness and ability to learn and effectively use new software and platforms, including artificial intelligence.
· Experience with data collection and database use and willingness to learn and effectively use United Way of the River Cities, Inc.’s customer relationship management and financial management software.
· Ability to prepare accurate reports, spreadsheets, correspondence, presentations, meeting materials, and other organizational documents.
· Working knowledge of accounting and financial recordkeeping practices.
· Familiarity with computer file types and importing, exporting, organizing, and maintaining data.
· Ability to work with limited supervision, take initiative, manage multiple priorities, and maintain strong attention to detail.
· Understanding of and commitment to the mission, vision, and core beliefs of United Way of the
River Cities.
Mental demands
Duties require planning, organizing, and performing a variety of responsibilities while applying a broad range of procedures, policies, and sound judgment. The position requires exceptional attention to detail, a high degree of accuracy, reliability, timeliness, and the ability to prioritize multiple assignments while meeting deadlines. Requires strong verbal and written communication skills, analytical thinking, problem-solving, creativity, and sustained concentration. Involves regular access to confidential financial, personnel, donor, volunteer, and organizational information where discretion, professionalism, and sound judgment are essential. Requires maturity, initiative, adaptability, and the ability to work effectively with limited supervision.
Physical demands
Frequently required to walk, sit, talk, and hear. Frequently required to work with a computer. Occasionally required to stand, reach, stoop, and handle and/or lift up to twenty-five pounds. Must be able to visibly check for completion and accuracy and to retrieve and transmit information. Use of general office environment equipment. Reasonable accommodation may be provided to enable individuals to perform the essential functions.
Travel and Time Requirements
To fulfill the responsibilities of the position, travel within the six-county service area, as well as outside the area, is required. Employee must possess a valid driver’s license issued by West Virginia, Ohio, or Kentucky and availability of a reliable vehicle daily. The nature of UWRC’s business requires work outside of normal business hours. Employees must be prepared to work early mornings, evenings, and weekends when needed.
United Way Worldwide Core Competencies for all United Way Staff
Mission-Focused: The United Way Pro’s top priority is to create real social change that leads to better lives and healthier communities. This competency drives their performance and professional motivations.
Relationship-Oriented: The United Way Pro understands that people come before process and is astute in cultivating and managing relationships toward a common goal.
Collaborator: The United Way Pro understands the roles and contributions of all sectors of the community and can mobilize resources (financial and human) through meaningful engagement.
Results-Driven: The United Way Pro is dedicated to shared and measurable goals for the common good; creating, resourcing, scaling, and leveraging strategies and innovations for broad investment and impact.
Brand Steward: The United Way Pro is a steward of the brand and understands his/her role in growing and protecting the reputation and results of the greater network.
About United Way of the River CitiesUnited Way of the River Cities, Inc. is an Equal Opportunity Employer. We welcome applicants from diverse backgrounds and encourage them to apply.
Pay: $20.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Health insurance
- Paid time off
Work Location: In person
