Office Administrator II

Job Description

Job Description

SUMMARY

Provide administrative and financial support to the division including processing accounting transactions and managing the business office.

PRIMARY RESPONSIBILITIES

• Manage the agency’s bank deposit process including entry into the accounting database and submission of required forms to A&F
• Manage all aspects of the division’s invoicing process as required by A&F including coding and submission to A&F
• Identify billing or payment discrepancies and partner with vendors and A&F to resolve
• Partner with Operations Manager and / or Division Analyst to respond to requests from A&F as required
• Manage the day-to-day activities of the main office (i.e. answering the main phone line and greeting visitors, volunteers and clients)
• Manage the HQ Petty Cash fund
• Coordinate and process purchase orders
• Assist in support of fundraising activities
• Manage all aspects of the division's donation process
• Maintain and update donor database; generate status reports as required.
• Create mailing lists from Gift Works data base for quarterly appeals
• Acknowledge gifts and donations (i.e. thankyou cards)
• Maintain accurate records / files and process paperwork in accordance with agency policies and timeframes
• Provide support to the Director and Program Directors on various initiatives and tasks as required
• Engage all clients by understanding and addressing their needs whether within or outside the scope of the specialty.
• Attend & participate in engagement team meetings, follow up with client service plans and communicate effectively with clients and staff in other specialty areas.
• Ensure compliance with program / department, agency and / or funder requirements, as well as SMOC policies & procedures.
• Other duties as assigned.

KNOWLEDGE AND SKILL REQUIREMENTS

• High School diploma required; Associates degree in Business Management / Administration or Accounting desired.
• Prior experience in office management required
• Must be able to work independently as well as part of a team.
• Strong verbal and written communication skills
• Basic accounting skills required
• Highly organized and detail oriented
• Must be proficient in Microsoft Office and database systems.

PHYSICAL REQUIREMENTS

• Must be able to go up and down stairs.
• The position requires prolonged periods of sitting.

ORGANIZATIONAL RELATIONSHIP

• Directly reports to OPCS Operations Manager.
• Direct reports of this position are none.

WORKING CONDITIONS

Based in Springfield in three story building with no elevator. As part of the responsibilities of this position, the Office Administrator II will have direct or incidental contact with clients served by SMOC in various programs funded or administered through the Executive Office of Health and Human Services.

We are an equal opportunity employer committed to diversity in the workplace.

Monday - Friday 9 : 00am - 5 : 00pm

35 hours per week