Admin Coordinator - Baytown, United States - United Way

United Way

Verified Company

Baytown, United States

3 weeks ago

Posted by:

Mark Lane

beBee recruiter

Description

The part-time position has a wide range of administrative duties of a moderately responsible and complex nature in support of the organization and CEO.

The coordinator processes and maintains financial and accounting records related to accounts payable, accounts receivable and purchasing with accuracy. The coordinator assists with month-end and year-end procedures, as well as managing maintenance and repairs of the building.

The coordinator is an active team member who contributes to the successes of each department and the organization's ability to meet its mission.

PRIMARY JOB RESPONSIBILITIES

Admin

Enter accounts payable invoices and process weekly payments.
Maintain accounts payable invoice records.
Reconcile credit card statements, track and code each purchase, and coordinate timely payment.
Work with all departments to make purchases and reconcile expenses.
Assist with monthend and yearend closing duties.
Receipt all donations received online, via phone or from staff, keeping accurate reports of received funds.
Prepare accurate bank deposits.
Assist team with campaign envelope processing and auditing.
Communicate with all stakeholders, both verbally and in writing, regarding pledges and payments. Prepare and mail monthly pledge reminders and donation acknowledgements.
Review submitted invoices, bills and expense reports to ensure they are accurate.
Prepare, process and track annual designation packets to include certifications and others requirements.
Retrieve donor reports from various databases for import to accounting.
Verify expenses to all vendors, code to proper accounts and prepare checks for signature.
Manage office inventory, key distribution, and assign security codes as needed.
Coordinate with accountant and database manager to ensure accurate tracking and timely delivery and receipt of detailed reports, monthly invoices, donations and reconciliation.
Develop, implement, and adhere to processes that improve workflow and creates a consistently safe environment for staff, volunteers and visitors.
Resolve daytoday operational matters. Keeps up to date with general office equipment functionality.
Provide administrative support as needed, to CEO.
Maintain and track key organizational & financial documents according to the document and destruction policy. Organizes & files with accuracy.
Manage the phone system to ensure the main phone's message is current and staff phone's voice mail is set up and used properly.
Sorts and distributes mail.
Ensure segregation of duties to minimize errors and fraud.
Accept incoming packages and/or deliveries and manages contents by storing as appropriate with like inventory or delivering to appropriate recipients.
Coordinate and arrange meetings, preparing documents, reserving and preparing meeting space, ordering food/beverages, and generally assisting with coordination and execution of meetings, as needed.
Support the campaign team with administrative duties related to donation reporting and donor stewardship. This may include processing thank you letters, annual tax letters, billing for pledges as requested by donors, and providing information related to gift investments and impact to donors as required.
Assist the team with organizing documents, maintaining records, and coordinating meeting detail.

Facility

Manage daily facility operations, maintenance, and security, and all vendors to ensure a safe, clean and wellfunctioning facility, at all times.
Coordinate the purchase of supplies, manages inventories and tracks all expenses.
Coordinate and schedule maintenance and cleaning activities to ensure facility is clean, safe, and sanitary. Coordinate assigned activities with outside contractors and vendors, as needed.
Communicate with all tenants and staff regarding activity that may impact building and parking during normal work hours.
Ensure adherence to the office security policies and procedures.

General:

All team members will actively support disaster response and recovery with specific tasks and assignments, as needed.
Perform all duties in accordance with UWGBACC polices and procedures.
All team members will:

- demonstrate respect and appreciation for diversity;
- be an engaged member of the team and support the team's overall success;
- handle highly sensitive and confidential financial, legal, personnel and institutional information while exercising professionalism and discretion;
- assess and take responsibility for own performance, seeking and responding to feedback;
- maintain loyalty to UWGBACC organizational policies and procedures;
- present an enthusiastic and pleasant demeanor to internal/external customers; and
- perform other related duties as assigned.

Other duties as needed.

Area of Responsibility

% of time per pay period

Hours per pay period (based on 24 hrs)
Admin & Facility

~95%

22.8 hrs.

General & Office Duties

~5%