Description of Duties and Responsibilities:

The Administrative Director oversees the organization's administrative, human resources and office operations to ensure efficient, effective, and compliant organizational management and service delivery. The Administrative Director also oversees daily administrative operations, supports accounting and payroll processes, maintains organizational records and reporting systems, coordinates budgets and resource allocation, and monitors compliance with organizational policies, contractual requirements, and applicable laws and regulations. The Administrative Director collaborates with executive leadership, program directors, staff, and community partners to improve operational efficiency, strengthen internal communication, maintain accountability, mitigate risk and support the organization's mission and strategic goals. Additional responsibilities include monitoring administrative performance, identifying opportunities for process improvement, coordinating meetings and organizational activities, and ensuring that administrative systems effectively support program operations and quality services.

Qualifications:

Bachelor's degree in human resources, business administration, accounting, or a related field, or an equivalent combination of education and relevant experience At least three years of progressively responsible experience in human resources, administration, accounting, or operations management, preferably in a nonprofit organization. Demonstrated experience managing HR functions, including employee onboarding, benefits administration, personnel documentation, employee relations, and performance management. Experience coordinating employee training, maintaining training records, and monitoring completion of required training and compliance requirements. Experience addressing employee concerns, workplace conflicts, and disciplinary matters, with the ability to conduct or coordinate confidential workplace investigations and maintain objective documentation. Working knowledge of employment practices, personnel policies, and applicable federal, state, and local labor and employment requirements. Understanding of Generally Accepted Accounting Principles (GAAP), nonprofit fund accounting, and financial reporting. Experience administering employee benefits and coordinating with benefits brokers, insurance providers, or other external service providers. Demonstrated ability to maintain accurate, confidential personnel, financial, and organizational records and support audits and compliance reviews. Proficiency with accounting software, payroll systems, Microsoft Office (including intermediate Microsoft Excel), Google Workspace, and other relevant administrative or database systems. Strong organizational, analytical, problem-solving, and time-management skills, with the ability to manage competing priorities and meet deadlines. Excellent written and verbal communication skills, sound judgment, and the ability to handle sensitive matters with discretion, professionalism, and fairness. Demonstrated ability to work independently, exercise initiative, collaborate with executive leadership and program staff, and maintain effective relationships with employees, vendors, funders, and external service providers. Must maintain a valid California driver's license and reliable transportation meeting applicable auto insurance minimum requirements.

Background Clearance Requirement:

Employment will be contingent on successfully passing a mandatory background check through probation. This will be completed, passed and clearance will be maintained according to the satisfaction of Fresno County Probation. An outside background clearance will not be accepted or considered.

Supervision:

Reports to CEO Human Resources Management Manage day-to-day HR operations, including recruitment, hiring, onboarding, benefits administration, employee leave, personnel records, and employee separations. Coordinate employee training, professional development, required compliance and safety training, and maintenance of training records. Support supervisors and the CEO with employee relations, workplace concerns, grievances, investigations, performance evaluations, performance improvement plans, and disciplinary actions; document findings and escalate complex or high-risk matters to appropriate HR or legal professionals. Maintain confidential personnel files and ensure compliance with employment requirements, organizational policies, and documentation standards. Develop, review, and implement HR policies, procedures, forms, and employee handbook updates; serve as a resource to staff and supervisors on routine HR matters. Record Keeping, Organizational Operations and Finance Assistance Maintain accurate, confidential organizational, contractual, financial, and personnel records in accordance with retention requirements and organizational policies. Coordinate documentation for financial and funder audits, contract monitoring, HR compliance reviews, and other reporting requirements. Monitor compliance with organizational policies, contractual obligations, funder requirements, and applicable laws and regulations; identify opportunities to improve administrative systems and operational efficiency. Coordinate administrative procedures, meetings, and organizational activities to strengthen communication, accountability, and collaboration across departments. Assist with monthly reconciliations, cost allocations, and expenditure monitoring. Assist with payroll preparation and processing by reviewing approved timesheets, documenting employee and pay changes, verifying deductions and garnishments, and coordinating with the Staff Accountant to support accurate and timely processing. Office Management and Operations Oversee daily office operations to maintain a safe, organized, clean, and professional work environment. Monitor office supplies, equipment, and inventory; maintain inventory records and coordinate purchasing and restocking as needed. Coordinate office maintenance, repairs, equipment servicing, and vendor services. Establish and monitor office cleaning schedules and ensure shared spaces, meeting rooms, and common areas are maintained appropriately. Implement and monitor workplace safety protocols, including emergency procedures, required safety postings, inspections, and compliance with the organization's Injury and Illness Prevention Program (IIPP) and applicable workplace safety requirements. Coordinate office access, keys, security procedures, and protocols for responding to visitors or unwanted guests. Ensure office equipment, furniture, and other resources are maintained and available to support staff productivity and daily operations. Provide administrative support for board meetings, leadership meetings, and other organizational meetings, including scheduling, preparing and distributing agendas and meeting materials, arranging refreshments or meals, recording and distributing meeting minutes, and coordinating follow-up items as needed. Additional Duties Assist the CEO with strategic planning, organizational development, and the development of fiscal and HR policies and procedures. Represent the organization at agency and community meetings, as assigned. Collaborate with leadership and program staff to ensure administrative, fiscal, and HR systems support program operations and the organization's mission. Perform other related duties as assigned. Required Knowledge and Skills Demonstrates integrity, professionalism, sound judgment, discretion, and the ability to handle confidential personnel and financial matters. Demonstrates leadership, initiative, independent decision-making, and the ability to manage competing priorities and deadlines. Possesses strong organizational, analytical, mathematical, problem-solving, and critical-thinking skills, with attention to detail. Demonstrates effective written and verbal communication, conflict resolution, and interpersonal skills. Understands nonprofit accounting, including general ledgers, fund accounting, financial statements, accounts payable and receivable, reconciliations, and budget monitoring. Demonstrates knowledge of HR administration, including onboarding, benefits, leave administration, employee relations, performance management, workplace investigations, payroll coordination, and employment compliance. Demonstrates the ability to maintain accurate documentation, apply policies consistently, and approach sensitive employee matters objectively and fairly. Proficient in accounting and payroll software, Microsoft Office (including Excel), Google Workspace, CRM databases, and other relevant administrative systems. Works effectively with individuals from diverse backgrounds and maintains positive relationships with staff, leadership, vendors, funders, benefits providers, and external professional advisors. Maintains a commitment to confidentiality, accountability, continuous improvement, and the organization's mission.

Work Environment and Physical Conditions and Demands:

Cubicle/office setting, sitting/standing for prolonged periods of time, lifting up to approximately 40 pounds (more or less as needed), some meetings and appointments or presentations offsite in the community (requires transportation), heavy computer and telephone usage, physical coordination, working in noisy or crowded environment, speak loudly, stopping, bending, lifting, reaching, must drive vehicle. Must be comfortable working with families facing various challenges and provide services in a non-judgmental manner. These conditions and physical demands are representative of those that must be met by an employee to successfully perform essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Compensation:

The annual salary range for this position is $65,000-$75,000, depending on qualifications and relevant experience. The position's exempt or nonexempt classification will be determined based on the final salary and applicable California wage and hour laws and regulations. The benefit package includes a portion of medical insurance coverage; 100% of dental (employee + 1 dependent), and vision coverage (employee only) and 403b retirement option with up to 4% employer match. Mileage reimbursement for approved work-related travel at the federal reimbursement rate. Paid holidays, sick time off, and paid time off upon supervisor approval.

Pay:

$65,000.00 - $75,000.00 per year

Benefits:

403(b) Dental insurance Health insurance Paid time off Vision insurance

Work Location:

In person