General Responsibilities

• Perform various administrative duties related to daily operations, including document preparation, data entry, and record maintenance.

• Conduct research and prepare reports on administrative matters for the Finance Director, Grants and Compliance Director, and CEO.

• Assist the Grants and Compliance Director in compiling and submitting funder reports on a monthly, quarterly, bi-annual, and annual basis.

• Independently draft and respond to routine correspondence.

• Attend and take minutes at management, staff, and Board committee meetings, as directed.

• Generate quarterly dashboards on direct service provision for Board and management review.

• Assist in entering and maintaining administrative data in the ETO system.

• Coordinate and schedule staff meetings, securing venues or setting up online meeting links as needed.

• Support the Grants and Compliance Director by managing Outlook calendars, tracking grant deadlines, and scheduling meetings efficiently.

• Support the Finance Director by participating in bookkeeping and other financial management tasks.

• Perform other duties as assigned within the guidelines of funding requirements.

 

Fiscal Responsibilities

• Record Financial Transactions

  • Enter expenses, revenues, and other financial data into accounting software (QuickBooks).

  • Categorize transactions correctly to align with grant requirements and nonprofit accounting standards.

• Process Payments and Invoices

  • Manage accounts payable by verifying and processing invoices for payment.

  • Ensure timely reimbursements and payments to vendors, contractors, and staff.

  • Track outstanding invoices to ensure all payments are made on time.

• Reconciling Bank and Financial Statements

  • Match bank transactions with financial records to identify discrepancies.

  • Ensure accuracy in financial reporting by reconciling monthly bank and credit card statements.

  • Work with the Finance Director to resolve errors or missing information.

• Assist with Grant and Donor Fund Tracking

  • Allocate expenses and revenues to specific grants or donor funds.

  • Maintain organized financial records for audits and reporting to funders.

  • Track restricted and unrestricted funds separately to ensure compliance.

• Prepare Invoicing and Basic Financial Reports

  • Assist in generating financial statements, budget reports, and cash flow summaries.

  • Provide financial data to leadership, grant writers, or external auditors, as needed.

  • Ensure financial records are audit-ready and stored according to nonprofit accounting best practices.

 

Human Resource Responsibilities

• Staffing and Recruitment

  • Manage job postings, conduct phone interviews, and coordinate in-person interview scheduling to support the hiring process.

  • Facilitate new hire onboarding by preparing and processing orientation paperwork, ensuring completeness and compliance.

  • Handle voluntary terminations by processing necessary paperwork, conducting exit procedures, and updating records accordingly.

  • Support the Grants and Compliance Director with involuntary terminations, ensuring proper documentation and compliance with policies.

• File Maintenance

  • Maintain and organize personnel files, ensuring accuracy, confidentiality, and compliance with policies and standards.

  • Enter, update, and manage employee data in HR software, ensuring accuracy and compliance with organizational policies.

• Benefits Administration

  • Coordinate with the insurance broker to manage employee health, vision, and dental insurance, ensuring timely enrollments, updates, and issue resolution.

  • Manage the agency’s role in workers' compensation, short- and long-term disability, and unemployment claims, ensuring timely processing and compliance.

• Policy and Procedure Compliance

  • Assist in reviewing and revising agency policies while actively contributing to the Continuous Quality Improvement (CQI) team.

• Staff Development

  • Participate in professional development opportunities to enhance skills and job knowledge.