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Administrative Coordinator for Nonprofit Operations

2 months 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 integral to the operations 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 and safeguarding all data related to accounts payable and human resources. Additionally, it provides high-level administrative assistance to the CEO, Board Chair, and designated executive personnel.

KEY RESPONSIBILITIES:

  1. Organizes annual calendars for Board meetings and management gatherings; prepares and preserves minutes for Board meetings.
  2. Offers administrative assistance to the CEO, including managing the CEO's schedule.
  3. Facilitates volunteer meetings, including communication, organization, and documentation.
  4. Handles invoice processing for payments, ensuring accuracy in check requests and purchase orders.
  5. Enters vendor and expense data into the accounts payable system.
  6. Coordinates accounts payable check runs following approval and maintains proper documentation.
  7. Issues voids for checks and adjusts accounts as necessary.
  8. Collaborates with vendors and staff to resolve invoice discrepancies and reviews vendor statements for overdue invoices.
  9. Records cleared accounts payable checks in the accounting system.
  10. Maintains W-9 and Certificate of Insurance (COI) information 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 entries.
  12. Maintains records of credit card expenses.
  13. Coordinates payments for CACFP and CAPS and keeps accurate records.
  14. Performs data entry for various HR-related employee records.
  15. Maintains HR files while ensuring confidentiality of sensitive information.
  16. Oversees the ordering of staff business cards, stationery, and office supplies for administrative functions.
  17. Compiles and prepares national statistical reports and strategic plan documents.
  18. Undertakes additional duties as assigned.

YMCA COMPETENCIES (Leader):

Mission Advancement: Upholds and exemplifies the values of the organization. Shows a commitment to serving others and addressing community needs. Engages volunteers and fosters effective, supportive relationships.

Collaboration: Works efficiently with individuals from diverse backgrounds and perspectives. Builds rapport and communicates effectively, striving to understand others' viewpoints.

Operational Effectiveness: Makes informed decisions and applies lessons learned to new situations. Embraces innovative approaches to enhance member experiences. Sets goals, clarifies tasks, and actively participates in meetings.

Personal Growth: Engages in self-development to improve job performance. Remains open to change and seeks opportunities for growth. Accurately evaluates personal strengths and areas for improvement.

QUALIFICATIONS:

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

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS:

  • The physical demands outlined here are representative of those required to successfully perform the essential functions of this position. Reasonable accommodations may be made for individuals with disabilities.
  • While executing the responsibilities of this role, the employee is regularly required to use a computer for extended periods and communicate via computer and phone.
  • The employee frequently needs to sit, reach, and navigate the work environment.
  • Occasional lifting or moving of up to 10 pounds may be required.
  • Specific vision abilities required include close vision, distance vision, and the ability to adjust focus.
  • The noise level in the work environment is typically moderate.

ACKNOWLEDGMENT:

I have reviewed and understand this job description.