Office Administrator for non-profit orgnaization

Job Title:

Office Administrator Reports to: Executive Director or designee

Position Type and Status:

Full-time, non-exempt (hourly)

Location:

In office with minimal remote work available (prior approval required)

Work Schedule:

8A-5

P Monday-Friday Workweek:

Begins on Sunday at 12:00 AM (midnight) and ends on Saturday at 11:59 PM. Purpose The Office Administrator acts at the direction of the Executive Director and is responsible for the overall operations of the office by providing critical administrative and financial support to ensure the agency runs smoothly and efficiently. Essential Job Functions Administration Create a welcoming and engaging encounter between the public and organization: Welcome visitors or participants to the organization by answering the doorbell, greeting individuals, escorting them to the lobby, identifying their needs or service request and notifying the appropriate staff. In the office, answer calls by the second ring professionally and direct calls to the appropriate agency staff or take messages for those callers and forward the message. Conduct walk-in intakes and completing and entering necessary paperwork. Record Management & HMIS Administration Act as the HMIS administrator which includes requesting licenses for employees in the HMIS system and attending biweekly Zoom update meetings. Enter data into the state data collection system in an accurate and timely manner. Enter the intake form information collected from each client into the state Homeless Management Information System (HMIS) verifying that the information is complete and correct as possible. Exit clients in HMIS from projects as advised and print exit reports. Verify, correct, and submit reports on time as required by the state. Reports are due quarterly. Maintain spreadsheet of client data by project category to produce a list of unique contacts. Conduct quality assurance audits of records in unison with staff. Finance Manage financial records to ensure financial stability and proper documentation. Process accounts payable and write checks as needed. Processing receivables and ensuring accurate accounting of funds Entering and allocating payroll for approval before submission Reconciling bank statements in Quickbooks Online. Requesting and tracking sales & use tax refunds Completing grant tracking and basic financial reporting Filing reports for grants and funders Maintaining donor information and providing receipts Working closely with the agency CPA and Board Treasurer to ensure reports and documentation are complete, accurate and timely. Entering and maintaining donor information and allocating their donor status accordingly. Teamwork Maintain a clean work environment daily by cleaning your work area and participating in maintaining all common areas of the office. Prepare for, attend and participate in inter-office meetings and in-service training. Participate as a team member by assisting other departments or team members as needed and expressing any assistance needed for your workload. Be flexible in changing service requirements and agency needs and other duties as assigned. Adhere to agency policies and procedures.

Qualifications:

High School Diploma or GED Prior experience in administrative or financial support roles Demonstrated QuickBooks Online expertise Google Workspace and/or MS O365 Suite expertise especially in Word, Excel, Email, Calendar and Drive/OneDrive Strong organizational skills Attention to detail Strong written and verbal communication skills Experience with Bloomerang or other donor management software preferred Valid North Carolina driver's license and access to a reliable vehicle Completion of a successful background and MVR check. Physical Requirements Ability to sit, walk, listen, speak, reach, lift, and carry 25+ pounds Keyboarding Mental Requirements Strong Written and Verbal Communication Decision-making Analytical thinking

Interpersonal and Relationship Building Skills Delegation Financial Acumen Pay:

$19.00 - $21.50 per hour

Benefits:

Paid time off

Experience:

Financial acumen: 1 year (Required)

Quickbooks:

1 year (Required)

Data Entry:

1 year (Required) HMIS (Homeless Management Information System): 1 year (Preferred)

Office Adminitrator:

1 year (Required) Financial report writing: 1 year (Required)

Microsoft Excel:

1 year (Required) Pivot tables: 1 year (Preferred)

Work Location:

In person