East Central

Summary/Objective

The administrative coordinator position performs overall coordination of activities and operational tasks as needed by departments within the organization.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Coordinate correspondence and communication materials, and distribute/respond in a timely and effective manner
• Interface with the team, presenters, customers and partners regarding programs/services/events
• Manage event planning details, including:
  • presenter contracts
  • reserving rooms/equipment
  • coordinating technology
  • registration/invoicing of participants
  • organizing catering/refreshments
  • delegate tasks as appropriate to ensure events flow smoothly
• Perform record keeping, financial tracking and data reporting, maintain an electronic filing system
• Collect, compile and tabulate data from survey or reports
• Collaborate with other administrative staff in supporting other functions of the agency
• Acts as project manager for special projects, which may include: planning presentations, coordinating communication pieces, disseminating information, evaluating project results
• Provide backup support for the receptionist desk
• Offer excellent customer service to our members, customers, partners and staff

Competencies

• Technical Capacity
• Personal Effectiveness/Credibility
• Thoroughness
• Collaboration skills
• Communication Proficiency
• Flexibility
• Confidentiality

Education and Experience
Associate’s degree or equivalent with two years of related experience.

Environment & Physical Demands

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. This is largely a sedentary role; however, some filing and event set-up/tear-down is required. This would require the ability to move and lift 30 lbs., open filing cabinets and bend, stand for extended periods of time and carry items a short distance as necessary.

Position Type/Expected Hours of Work

This is a full-time position and hours of work and days are generally Monday through Friday, 8:00 a.m. to 4:30 p.m.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Summary/Objective

To perform and maintain financial duties such as payroll, PTO, accounts payable, accounts receivable, bank reconciliations, chart of accounts and codes, assist in end of year audit and 1099 reporting. Provide training and guidance to coworkers on finance program. Provide monthly statements and handle customer questions about accounts and collections.

Essential Functions

• Payroll – make updates to payroll such as insurance, compensation, new or terminating employees, retirement plans changes. Review 3rd party payroll processing for accuracy and give ok to process payments.
• PTO tracking – Manage and maintain the PTO tracking process, communicate PTO information to Employees in a timely and accurate manner
• Accounts receivable – Determine and apply codes to each receivable, send out statements, process refunds, contact customers, and research and resolve payment discrepancies
• Accounts payable – Process and code invoices, enforce signature rules and approvals, void and reissue checks, post accounts payable.
• Bank and Investment Accounts Reconciliation – Determine when to begin the reconciliation process, complete deposits, reconcile credit card bill.
• Chart of Accounts – open new calendar, create chart of accounts, enter workshop codes and close out old codes.
• Workshop Codes Tracking and Monitoring – When to recycle workshop codes, enter and monitor workshop codes for accuracy
• W-9, 1099 tracking and end of year processing – Send W-9 to customers and track, send 1099’s at the end of the year and deliver the information to the IRS
• Other duties as assigned

Knowledge and Skills

• Knowledge of electronic finance systems – Manage, maintain and train staff. (SMARTFinance experience preferred)
• Knowledge of payroll procedures, withholdings, taxes and pensions. Knowledge of procedures for new and terminated employees. (SmartHR experience preferred)
• Excel and Word software knowledge – spreadsheets for tracking and verification of accuracy for insurance, PTO, code tracking and bank reconciliation
• Accounts Receivable-knowledge of deposit procedures, entering and organizing customer accounts and questions
  Accounts Payable-knowledge of expense procedures, entering and organizing vendors accounts and questions
• General office equipment, organizing and maintaining financial information.
• Administrative duties-knowledge of all programs to help administrative staff with events and any financial needs they may have
• Customer service skills including receivable collections and vendor discrepancies

Competencies

• Ethical Conduct
• Thoroughness
• Financial Management
• Time Management
• Organization Skills