Administrative Coordinator for Nonprofit Operations

2 weeks ago

Gainesville, Georgia, United States Georgia Mountain Young Full time
Job Overview

Position Title: Administrative Assistant - Finance and Human Resources

Job Level: Grade 8

Compensation: $42,000 - $47,000

Employment Type: Full-Time

Reports To: Director of Human Resources and Finance, Chief Executive Officer

POSITION SUMMARY:

This role is essential in supporting the mission of Georgia Mountain Young, a prominent nonprofit organization dedicated to enhancing community well-being through youth engagement, healthy lifestyles, and social responsibility. The position involves managing all aspects of accounts payable and human resources documentation, while also providing high-level administrative assistance to the CEO, Board Chair, and other executive personnel.

KEY RESPONSIBILITIES:

  1. Organizes annual calendars for Board of Directors and management meetings; prepares and maintains official minutes for Board meetings.
  2. Offers administrative assistance to the CEO, including managing the CEO's schedule.
  3. Facilitates volunteer meetings by handling communication, organizing meetings, and preparing necessary materials.
  4. Processes invoices for payment, ensuring accuracy in check requests and purchase orders.
  5. Enters vendor and expense distribution information into the accounts payable system.
  6. Coordinates accounts payable check runs following approval and maintains organized files for all related documentation.
  7. Handles voiding of checks and appropriate account credits as required.
  8. Collaborates with vendors and staff to resolve any discrepancies in invoices, ensuring timely payments.
  9. Records cleared accounts payable checks in the accounting system.
  10. Maintains W-9 and Certificate of Insurance (COI) records for all vendors and prepares annual 1099 forms for tax purposes.
  11. Fosters positive relationships with vendors and internal teams regarding accounts payable and journal entry matters.
  12. Manages credit card expense records efficiently.
  13. Coordinates payments for CACFP and CAPS programs while maintaining accurate records.
  14. Performs data entry for various HR-related information regarding employee records.
  15. Maintains confidentiality of HR files and sensitive information.
  16. Oversees the ordering of staff business cards, stationery, and office supplies for administrative purposes.
  17. Collects, compiles, and prepares national statistical reports and strategic plan updates.
  18. Performs additional duties as assigned.

COMPETENCIES REQUIRED:

Mission Advancement: Embodies and promotes the values of the organization. Demonstrates a commitment to serving others and addressing community needs. Engages volunteers and fosters effective working relationships.

Collaboration: Works harmoniously with individuals from diverse backgrounds and perspectives. Builds rapport and effectively communicates with others. Listens actively and seeks to understand different viewpoints.

Operational Effectiveness: Makes informed decisions and applies learning to new situations. Embraces innovative approaches to enhance member experiences. Sets clear goals, organizes tasks, and actively participates in team meetings.

Personal Growth: Pursues professional development opportunities that improve job performance. Demonstrates adaptability and openness to change. Evaluates personal strengths and weaknesses and their impact on relationships.

QUALIFICATIONS:

  1. Associate's degree preferred or equivalent experience.
  2. Familiarity with general ledger and accounting principles preferred.
  3. Understanding of Human Resource Management policies and procedures preferred.
  4. Experience in data entry with proficiency in spreadsheets and word processing software.
  5. Strong customer service and relationship-building skills.
  6. Excellent problem-solving abilities.

WORK ENVIRONMENT:

  • Physical demands include the ability to use a computer for extended periods and communicate effectively via various devices.
  • Regularly required to sit, reach, and navigate the work environment.
  • Occasional lifting of up to 10 pounds may be necessary.
  • Specific vision abilities required include close and distance vision, with the ability to adjust focus.
  • Typical noise level in the work environment is moderate.

ACKNOWLEDGMENT:

I have reviewed and understand this job description.

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