The Office Administrator is a part-time position (15-20 hours per week) that plays a vital role in ensuring the success of Crossroads programs. The Office Administrator is a very organized, detail-oriented person who performs core administrative and financial functions. This includes maintaining financial records for the organization and its programs, coordinating office operations and procedures, and providing logistics support to the Executive Director. Reports to the Executive Director.
Responsibilities and Duties:
· Process accounts payable and receivable, issue invoices, manage vendor transactions, record receipts, make bank deposits, and process payroll.
· Reconcile all financial activity in accounting database on a regular basis.
· Prepare accurate, monthly financial statements and other reports as requested by the Executive Director, Treasurer and/or President.
· Prepare and track all compliance filings, including business registration, sales tax payments, insurance policies, Board conflict of interest disclosures, etc.
· Maintain appropriate financial records for all grant-funded activities; assist with grant reporting; monitor grant deadlines.
· Compile annual financial audit information for external auditor.
· Monitor personnel procedures, ensuring that all required policies are followed; process staff expense vouchers.
- Develop and implement office systems for record retention, protection, updating, and retrieval.
· Maintain and update donor/member database; compile donor profiles; record donations; prepare acknowledgement letters.
· Maintain and update partner sites/organizations database, including opening hours and events.
· Maintain up-to-date calendar for events, staff activities, and project planning and reporting.
· Provide logistics support to Executive Director for meetings, programs, events, and travel planning; assist with formatting and preparation of letters, materials etc.
· Maintain inventory of office supplies and communications and program materials.
· Associate degree in management or accounting plus three years of administrative experience in an office setting; or at least seven years advanced administrative experience. Bachelors degree a plus.
· Experience in the non-profit-sector desired, especially with government grant reporting.
· Demonstrated knowledge of basic accounting principles; bookkeeping certification a plus.
· Familiarity with financial and donor databases. Experience with Quickbooks and Giftworks preferred.
· Computer literacy with word processing,