Responsible to: Executive Director and Associate Director

Functions:          

To assist/take on projects as needed, furthering the mission of the agency. To support the senior administrative staff members and admin support team; to ensure the smooth operation of the main administrative office; to schedule timely maintenance of office equipment, ensure adequate quantities of office supplies and forms are on hand; maintain office filing system; prepare correspondence and documentation for signatures; maintain and control agency credit cards/charge accounts; maintain vendor listing and files. To ensure guardianship is completed in a timely manner. To review and monitor all aspects of the trust reports and bank statements. To be in charge of AP and assist with AR.  To assist with office support as needed, including problem-solving computer issues experienced by team members.

Primary Responsibilities:

1.                   To assist in running the administrative office in a professional, organized manner. Ensuring teamwork and respect are a priority of the office.

2.                   To assure agency compliance with guardianship by maintaining current letters for clients with guardians. To maintain a positive working relationship with the courts, and the guardians.

3.                   To prepare and review the agency bank deposit in a timely manner.

4.                   To invoice and track payments of outside trainees, as well as maintain professional/open communication with providers and the agency trainers.

5.                   To order supplies as needed for the administrative office, as well as the sites.

6.                   To review and monitor all aspects of the Group Training Homes trust reports in a timely manner. To communicate with the managers and administrators regarding the reports and needs for revision.

7.                   To be the backup for mail collection and distribution when the primary person is unavailable.

8.                   To be the charge for all AP transactions, payments, and tracking, via QuickBooks. To assist the Bookkeeper with AR as needed. To maintain Excel spreadsheets and data related to AP and AR.

9.                   To support, as needed, office manager tasks and day to day running of the office, such as; answering the phones, greeting guests, maintaining the office environment, issuing keys, making copies, office organization, running errands, etc.

10.               To communicate maintenance needs for the administrative office and direct site reports to the appropriate party. To ensure debit reports align with expenses and are reconciled.

11.               To maintain a capital equipment inventory and replacement schedule. Oversee operation and maintenance of all agency equipment, including warranties and maintenance contract agreements.

12.               To source vendors to optimize cost-effective purchasing and engage in contract negotiation for optimal cost savings.

13.               To routinely file all AP and guardianship.

14.               To track all registration renewals for the agency fleet.

15.               Other tasks as assigned by the Executive Director or Associate Director.

Qualifications/Requirements:

1.       A high school diploma or the equivalent and evidence of competence working on computers.

2.       Great communication skills and a personal drive to represent the agency in a positive way. Ability to speak with the community regarding the agency.

3.       Must be organized as this position will have several projects occurring at the same time.

4.       At least 2 years’ experience working in an office setting and with AP.

5.       Proficient in QuickBooks Online, as well as have experience using Excel; creating worksheets with formulas.

Terms of Employment:

1.       Nonexempt, administrative support position, 8 hours per day, Monday-Friday, some flexibility with approval from supervisor.

2.       Hourly wage dependent on experience.

3.       The Camelot Society Personnel Policies & Procedures (Personnel Manual) take effect on the date of hire.