TITLE: ADMINISTRATIVE COORDINATOR

FLSA Status: Non-Exempt

Reports to: Operations Director

SUMMARY OF RESPONSIBILITIES: Responsible for the day-to-day office administration, including data processing, mailings, and reporting. Responsibilities require independent judgement and following the mission statement of the organization.

SPECIFIC RESPONSIBILITIES:

· Seeks ways for the United Way office to operate more efficiently, including task analysis and updates to procedural manuals.

· Perform varied clerical and computer duties; draft routine and special mailings and meeting notices; mail merges; prepare meeting minutes.

· Oversee the operation of the United Way fund-raising software. Process and maintain pledge receivables; prepare billings as required; respond to inquiries from donors and accountant; contact businesses and individuals. Run monthly reports for accountant. Reconcile campaign reports. Enter pledges, payments, designations, and leadership giving levels.

· Provide campaign reports for all campaign volunteers before, during, and after campaign. Prepare campaign status reports prior to each campaign meeting.

· Responsible for administrative duties related to recognition programs, including database maintenance, merging of letters, ordering awards and scheduling deliveries.

· Oversee the monthly activity of the various banking accounts of United Way, including general checking, savings, and CD’s. Reconcile accounts at month end and provide reports to outsourced accounting firm.

· Assist the auditors with our annual audit preparing requested reports, retrieving documentation, tracking and providing in-kind donations, volunteer hours, receipts, etc.

· Complete various United Way Worldwide campaign surveys and requirements.

· Prepare campaign materials for all divisions and campaign history reports; assemble materials to be distributed to donors.

· Facilitate the annual program investment process: prepare funding application documents; schedule Community Impact Committee meetings; notify agencies and public of RFP timeline and financial awards; administer and monitor quarterly reporting system.

· Handle scheduling and coordinating details for various committee meetings and events.

· Prepare and upload accounts payables for accountant weekly.

· Maintain orderly physical presentation and cleanliness of office, organized files, inventory of supplies, and donations.

· Supervise volunteer clerical staff.

· Assist with the planning and preparation of events.

· Assist with other duties as assigned by the Operations Director.

ACCOUNTABILITY: Reports to the Operations Director.

SUPERVISORY: Supervises Volunteer Clerical Staff

CLASSIFICATION: Full time Non-exempt

MINIMUM QUALIFICATIONS: A two-year accounting or finance degree and/or business administration, extensive computer experience and knowledge, and one or more years of experience in a data entry, finance or accounting related position. Ability to work effectively with a variety of people.

Job Type: Full-time

Pay: $40,000.00 - $50,000.00 per year

Benefits:

• Dental insurance
• Flexible spending account
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

People with a criminal record are encouraged to apply

Work Location: In person