POSITION RESPONSIBILITIES

Grant Program:

Facilitates the workflow and effectiveness of the grant administration process, including grant program launches, evaluation of grant applications, contracting and administration of projects once contracted. Understands and abides by the legal requirements of the law and the MOU with the County of York. Seeks new and better ways to meet and exceed high performance of grant administration functions. Manages program and develops new strategies for broad awareness of program and funding available. Develops necessary enhancements to program to provide great accessibility and understanding of program. Sets the tone for a professional, responsive and problem-solving oriented grant committee. Strives to make the grant administration processes as efficient and effective as possible. Assures the accuracy and integrity of the grants database. Maintains and updates online grant processes. Provides an efficient and up-to-date process for tracking grant payments. Report statistics on the grant administration process to internal and external constituents. Coordinates mid-point and final assessments of grant projects. Review meeting materials such as progress and expense reports and assemble and distribute meeting documents. Conduct pre-application information meetings. Evaluate grant applications and the capacity of applicants to achieve results and present recommendations to the grant committee and the Board of Directors. Provide staff support to the grant making committee to prepare them to meet the objectives of the funds by providing topical information, arranging speakers, and preparing agendas and grant reviews.

Administrative:

Provides administrative support for scheduling Board and Executive meetings - oversee the preparation of board packet and provide support materials, attend, take minutes, and email to committee members, secure meeting location. Completes special assigned projects. Participates in and completes industry Compensation Survey. Completes and submits industry accreditation re-certifications in a timely manner. Participates in board meetings as deemed necessary by President Participates in monthly staff meetings

Financial:

Utilizes Quick Books software program for the completion and maintaining of the financial structure of the organization - G/L, A/P, A/R, P/R, banking, budgets. Responsible for all activities in the A/P function - obtaining invoice approval, designating appropriate committee and expense line item paying invoices by verifying transaction information, entering vendor invoices and expense vouchers, ensuring timely payments to take advantage or discounts and to avoid late fees, issuing checks, and obtaining signatures. Ensures bank signature cards are current and accurate with our financial institutions. Controls all activities in the A/R function - processing revenue by verifying information; preparing and mailing invoices; identifying and notifying delinquent or insufficient payments and managing collection activities by sending follow-up inquiries; recording all cash receipts; ensuring monies are accurately processed and deposited into the bank account. Conducts monthly bank and credit card reconciliations. Ensures that payroll is processed timely and accurately. Ensures 401(k) contributions are accurate and uploaded to the vendor. Maintaining emergency backup plan and related cross training for position and providing e-access to the president. Reviews contracts with event organizers, vendors and others as needed. Monitors all contracts to ensure financial obligations are met in an accurate and timely fashion. Leads budget preparations. Implementing and maintaining proper safeguards and systems to keep organizational and employee information confidential and secure. Provides necessary and accurate financial information for auditor's preparation of annual audit and distributing completed audit to President, board and county commissioners. Develops, maintains and utilizes filing and retrieval systems. Processes and reconciles monthly financial reports. Coordinates 6-month budget review process and provides updates to Executive Committee. Submitting grant or sponsorship applications as needed.

Operational:

Collaborates with HR Consultant, ensuring that Human Resources related items are addressed for staff.

Items include:

benefits enrollment, HRIS software maintenance; workplace safety and workers compensation issues, maintenance of employee records; employee onboarding. Ensures security of computer systems by maintaining licenses for all software programs; and authorizing network access for staff. Working with 3rd Party Vendor for all service and hardware concerns including daily back up of our computer network laptop configuration and rotations, and technical support. Renews professional liability and workers compensation insurance policies to avoid loss of coverage. Maintains office equipment and all facility maintenance contracts by completing preventive maintenance requirements; identifying possible problems; calling for repairs; maintaining equipment inventory and contracts; negotiating and maintaining contract with cleaning service. Ensures postage meter has adequate funds to process daily mail and large mailings. Maintains duplicate key file to all CVB property and offices and access to staff for all non-confidential purposes.

Other:

Contributes to team effort by performing other duties as assigned. Maintains a cooperative relationship with staff by communicating necessary information, responding to requests, building rapport; and participating in problem solving methods. Attend functions and meetings as required. Supports the York County Tourism Foundation byserving as staff liaison to Board, scheduling and coordinating meetings and conducting all business aspects of foundation as it relates to financials, insurance, charitable donations, etc. Actively participates in the performance review process.

QUALIFICATIONS

College degree or equivalent courses in accounting. Three to four years bookkeeping/financial reporting experience. Thorough knowledge of modern office practices and procedures, use of computers, software and other technical office equipment. Excellent administrative and organizational skills. Good verbal and written communication skills. Ability to analyze financial data and provide information to staff and others in an organized understandable format. Ability to take sufficient notes at a meeting from which to prepare an accurate record of events. Ability to be detail oriented, organized, and follow-up on information. Results oriented and have the speed and accuracy to complete assigned tasks on time in an atmosphere of frequent interruptions. Ability to be self-supervised and efficient. Ability to establish and maintain effective working relationships with the President, Board of Directors, staff, members and associated firms/vendors. Ability to maintain confidentiality of individual and organizational information. Demonstrated commitment to excellence in business ethics.

Physical Demands & Working Conditions:

This job requires regular attendance at the office and interaction with team members, partners, and the community at large. This job requires the visual ability to perform detailed work at close distances (computer screens, accounting ledgers, using measurement devices). This job regularly requires verbal communication of detailed information to others either by phone or in person. Must be able to speak and read the English language. Substantial movements (motions) of the wrists, hands, and/or fingers (Repetitive motion).

Pay:

$18.00 - $21.00 per hour Expected hours: 40.0 per week

Benefits:

401(k) matching Dental insurance Health insurance Health savings account Life insurance Paid time off Vision insurance

Work Location:

In person