January 6, 2014

Save Our Shores Seeks New Administration and Finance Staff Member!

SOS is seeking a personable professional with a very strong finance, human resources and technology background to oversee operations for a small seven person office. 

Primary Duties & Responsibilities:


Provide administrative support to Executive Director, Staff and Board of Directors
Act as primary administrative support for Executive Director – preparing reports as needed, scheduling meetings, following up with constituents, donors, or vendors as requested, represent ED at meetings as needed
Maintain organizational files/information management
Maintain postal accounts to ensure bulk mail accounts are current
Facilitate bi-weekly staff meetings
Serve as primary contact with consultants and vendors
Manage general office phone calls, mail, and emails
Responsible for keeping office facilities & equipment at peak efficiency
Assist in keeping the office presentable and clean
Serve as the primary liaison with IT support contractors to maintain website, office computers, telephones, fax and internet, server, printers, copy machine, etc 
Maintain system for purchasing and ensuring that office supplies are on-hand when needed
Ensure cost effective and sustainable purchasing
Manage and order merchandise and marketing items

Human Resources
Maintain personnel files and record-keeping systems and provide support to staff
Review timesheets and track Holiday, Vacation, and Sick Days
Maintain and execute payroll, including monitoring budget for payroll costs
Maintain and update new employee packet, handbook and procedures annually
Assist with hiring and firing process, conduct new hire orientation and exit interviews
Maintain employee files as required by law
Manage health insurance
Maintain worker’s compensation insurance
Maintain liability insurance
Manage retirement accounts
Manage safety procedure, law compliance, and risk management for the workplace
Maintain and update job descriptions when needed
Work with Executive Director to evaluate staff on a yearly basis

Financial Systems
Work with Board of Directors, Executive Director, bookkeeper and tax accountants to maintain accurate financial management practices
Process credit card donations and maintain credit card accounts
Process donations and payments, ensure all donation information is accurately entered into SOS DonorPro database and Quickbooks
Work with CPA in completing yearly Financial Review and tax submission
Maintain relationship with bank, deposit money, and monitor bank accounts
Maintain accurate and up-to-date SOS organizational budget and cash flow budget and produce reports at least monthly for the Finance committee meeting
Work with bookkeeper and Finance Committee of the Board on a continued basis to reconcile finances
Maintain program budgets
Serve on Finance Committee with the Board of Directors, communicate SOS financial situation using prepared cash flow and financial reports
Track and report on funds for all SOS programs
Track current grant budgets 
Create organizational budgets for grant proposals and work with Program manager on project budgets

-At least 2 years of experience in administration, human resources and finance
-Proficient in Microsoft Office Excel and Word
-Experience with database administration, Donorpro experience prefered
-Experience with Quickbooks
-Excellent writing skills
-Experience with grant tracking
- Bachelor’s degree required.  Business degree, MBA or MPA preferred.

Salary commensurate with experience.

How to Apply:
Send a cover letter and resume to lkasa@saveourshores.org.  Please make the subject line of the email “Operations Coordinator Application.”

New Application Deadline:
January 31st, 2014

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