Administrative Coordinator

Administrative Coordinator Job Description

Job Purpose:

Under the supervision of the Executive Director, assist with organizational accounting, human resources, and office management.

Essential Duties, Responsibilities, and Abilities:

Office Management

• Manage financial record-keeping, accounts receivable, accounts payable, procurement process, and cash flow.
• Manage payroll processing, mileage, and submission
• Manage copying, filing, and organizing of files and materials
• Manage organizational finances, coordinate the annual financial audit, and preparation of the annual 990 tax return
• Manage state and federal filings
• Develop required letters and communication management with program participants, volunteers, donors, community partners, and funders.
• Support fundraising efforts
• Ensure that the facility is clean and organized.
• Organize, prioritize, and appropriately direct incoming and internal information and calls.
• Manage vendor relationships and directly or indirectly manage ongoing events, catering, space reservations, technology needs, invitations, and reservations.
• Document and track strategic partnerships, constituent profiles, and financial resources in Bloomerang and all other systems
• Support director staff to ensure essential program and service functions including but limited to systems creation and implementation, paperwork, and reporting

Human Resources

• Manage, coordinate, and/or provide administrative support
• Serve as custodian of organizational documents and records
• Serve as human resources manager, providing support to staff related to benefits, preparing and submission of payroll and mileage
• Develop, prepare, and update documents, processes, manuals, reports, packets, and presentation materials
• Maintain a high level of discretion and confidentiality

Essential Attributes:

• Ability to accurately perform database and payroll duties
• Excellent verbal and written communication skills.
• Excellent interpersonal and organizational skills: multi-task, prioritize, and meet deadlines
• Strong computer skills are imperative, including Microsoft Word, Excel, PowerPoint, Teams, OneDrive, Gusto, Bill.com, and Bloomerang.
• Experience in handling confidential material
• Greet visitors and direct them accordingly
• Able to work both independently and with others
• Responsible, detail-oriented, and conscientious about work quality
• Able to lift at least 10 pounds.
• Able to sit for extended periods and perform computer entry for extended periods
• Experience with bookkeeping and accounting a plus
• A current tuberculosis test, immunizations, and verified fingerprint and criminal record clearance before beginning work
• Experience with email management systems and client relationship management systems (CRM).

Hours: Full-time, salaried. (Some evenings and weekends), Monday-Friday 8:30 to 5:30 p.m.

Benefits: $44,000-$48,000 salary, medical insurance, IRA matching (3%), generous PTO package, phone stipend, and mileage reimbursement

APPLICATION INSTRUCTIONS: Please send your resume and cover letter to erinb@frontporchalliance.org by October 25, 2024 at 5 p.m. Interviews may begin on a rolling basis, but applications will not be accepted past 10/25/24 unless opportunity is extended.

FPA is an Equal Opportunity Employer.