January 23, 2014

SOS is Hiring!

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
-Excellent writing skills
- Bachelor’s degree required.  Business degree, MBA or MPA preferred.


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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