Director of Administrative Services

Job Description

Job Description

Position : Director of Administrative Services

Location : Lake Stevens

Full time : Salary Exempt 40hr / week, Monday - Friday

Full Salary Range : $88,230.50 - $114,699.65*

Hiring Wage : (Salary Exempt) $88,230.50 - $101,465.08 / year

Actual Salary Range for this position is broader than hiring wage.

Position Summary

The Director of Administrative Services is an active member of the Directors team and is responsible for managing the organization’s administrative functions including office management, payroll, IT, accounting, and facilities.

This position manages and supervises administrative and facilities staff. This position works closely with the CEO on efficient operations of the Administration Department and reports to the Chief Executive Officer.

Duties and Responsibilities

• Promote Sherwood’s mission and standards of conduct and bring a diversity, equity and inclusion lens to all Administrative work.
• Work closely with CEO on the efficient operations of the Administration Department. Provide administrative duties / projects for CEO as requested.
• Develop and monitor annual Administrative Budget with input from team. Work with Accounting and CEO to develop final agency budget and budget adjustments.
• Supervise all administrative and facility employees including recruitment, hiring, training, performance evaluation and termination.

Set expectations for positions and ensure accountability and always look for ways to make operations more efficient. Schedule and facilitate annual administrative team retreat.

• Oversee and provide backup plan for Administrative Functions including Payroll, IT, Accounting, Facilities. Assist in coordinating additional needs for other departments regarding administrative team input or projects.
• Work with finance team and auditor regarding needs of audit. Confirm all IRS documentation is filed timely and correctly.
• Ensure and maintain all agency licenses and renewals on an annual basis.
• Oversee and implement administrative requirements including contracts, CARF and other accreditations needed by agency. Maintain agency annual calendar.

Review agency plans and update annually.

• Maintain files with current contracts for Sherwood from all departments. Be agency point person for any state and county regulations regarding any changes brought forth from status of pandemic or any government shutdowns.
• Participate as a member of the Leadership and Directors teams to ensure consistency of policies and procedures across programs.

Participate actively and meaningfully in team discussions and decisions regarding Sherwood as a whole and any of its programs and departments.

Provide support to schedule meetings, develop agendas and take minutes.

• Oversee maintenance and custodial needs for facilities, grounds & vehicles. Manage leases and other use agreements including thrift store, tenants and satellite offices.
• Lead agency efforts on appropriate insurance coverage and renewals. Ensure an annual risk assessment is completed and follow up on any concerns or recommendations.

Coordinate and maintain records of annual agency inventory. Communicate with the finance department as needed.

• Oversee vendor relations, vendor and service contracts, records and outside consultants, agency supplies.
• Act as safety committee chair; hold regularly scheduled Safety and Accessibility Meetings; ensure compliance with Sherwood policy, procedures, ADA standards and accreditation standards, schedule and conduct safety drills.

Primary contact for alarm, police, fire.

Attend Board meetings when requested, ensure updated Board Notebooks, meeting refreshments, oversee assembling and delivery of Board packets.

Update board annual calendar and board roster when changes occur.

Act as a creative coordinator of agency-wide activities, staff gatherings, events and employee recognition. Plan and schedule regular activities for staff.

Oversee coordination of mandatory staff meetings and content. Oversee coordination of leadership, director’s meetings, including logistics such as room reservations, refreshments, etc.

• Work with D&P and community organizations in partnership to support Sherwood's mission and support of Sherwood clients, families and community needs.
• Act as the Corporate Compliance Officer. Stay current and be pro-active to meet all agency and corporation requirements as Corporate Compliance Officer.
• Perform other duties as appropriate or required.

Qualifications

The agency encourages exceptional candidates from a variety of backgrounds to apply including those seeking a transition from the private sector and people from diverse communities.

The position requires a welcoming personality, a high level of confidence, empathy, verbal and written communication skills, as well as the ability to work independently and efficiently.

• High School diploma or equivalent required, Associate or Bachelor’s degree in related field preferred
• Minimum of two years experience related to business administration and facilities management required
• Minimum of three years Supervisory experience required
• Experience within the non-profit sector preferred
• Proficient in PC computer applications, including Microsoft Office Suite, accounting software, web browsers, and e-mail software.
• Strong organizational and administrative skills.
• Ability to prioritize tasks and manage time effectively.
• Good record-keeping and financial management skills.
• Ability to develop budgets and read financial statements.
• Positive attitude, ability to develop relationships and be a team player.
• Effective communication skills and the ability to interact professionally with a diverse group of clients and staff.
• Ability to maintain strict confidentiality.
• Sensitivity to issues of people with disabilities and their families.
• Commitment to ensure best practices are pursued and working effectively with diverse populations.
• The person who fills this position must pass a DSHS criminal background clearance,
• Valid driver’s license, reliable transportation with insurance coverage sufficient to cover potential liability. An acceptable three-year motor vehicle report and the continuous retention of an acceptable three-year motor vehicle report.

About Our Organization

Sherwood is a growing independent, non-profit organization dedicated to providing quality services to meet the needs of people with disabilities throughout Snohomish, Skagit, Island and San Juan Counties.

We believe in the abilities of all people and our mission is to provide innovative, inclusive services for children and adults with disabilities in their communities.

These services include early support for infants and toddlers, employment support and community inclusion services for adults.

Sherwood has over 65 years of experience providing quality services to over 20,000 children and adults with disabilities and continually works to meet the needs of those we serve.

We address challenges such as loneliness, isolation, and low expectations that society has for people with disabilities.

Our committed team goes the extra mile to ensure people have opportunities to be as independent and self-sufficient as possible.

We truly believe our employees are Sherwood’s greatest asset, we take pride in ensuring a positive, flexible and responsive work environment.

We hire the best and brightest talent to continue to provide quality services that people can count on. We are financially stable and are expanding our programs to serve more people.

We have ambitious goals that we are actively working towards achieving in order to significantly improve the lives of people with disabilities throughout Snohomish, Island, Skagit and San Juan Counties.

To learn more visit us at http : / / www.sherwoodcs.org

We Offer :

• Competitive wages
• Medical, Vision & Dental Insurance
• Basic Life and Optional Life and AD&D insurance
• Flexible Spending Accounts
• Employee Assistance Program
• Simple IRA Retirement Plan
• Paid Vacation up to 96 hours in the first year
• Paid Sick Leave in accordance with WA state law
• 11 paid holidays, plus 1 paid floating holiday, per calendar year
• Flexible Schedules
• AAA Membership
• Mileage Reimbursement

Eligibility for benefits is dependent on number of hours worked and agency policy.

Equal Opportunity Employer

If you are an enthusiastic team member ready to join our team, apply today!

Sherwood Community Services has partnered with All Things HR, an external HR Consulting Company, to assist with their recruitment process.

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