Financial & Office Coordinator

Job Status: Full-Time; 40 hours a week; times may vary.

FLSA STATUS: Exempt

Reports To: Chief Executive Officer – reporting is subject to change.

Position Summary: This position is responsible for the following:

• Accounting and Bookkeeping
• Business Office Administrator
• Documentation & Reporting
• Marketing & Social Media

Essential Duties and Responsibilities include the following, but are not limited to: 

Accounting & Bookkeeping

• Oversee the preparation, review, and analysis of accounting records, financial statements, and other financial reports to ensure accuracy, completeness, and adherence to reporting and procedural standards. Specific tasks include, but are not limited to:
• Recording daily financial transactions and completing the posting process
• Managing accounts payable and receivable, processing invoices and receipts, inputting data into accounting systems/databases, and organizing hard-copy records
• Administering credit card payments and reconciling balances
• Manage employee expense and reimbursement claims
• Reconcile QuickBooks and Donor Perfect
• Provide regular reports and analysis on financial and operational performance to CEO to include reports comparing budget to actual financials.
• Develop, implement, modify, and document recordkeeping and accounting systems, making use of current computer technology.
• Develop, maintain, and analyze budgets ensuring accurate forecasting and efficient allocation of resources.
• Analyze business operations, trends, costs, revenues, financial commitments, and obligations, to project future revenues and expenses or to provide advice.
• Advise management about issues such as resource utilization, tax strategies, and the assumptions underlying budget forecasts.
• Prepare forms and manuals for accounting and bookkeeping processes & procedures.
• Appraise, evaluate, and inventory real property and equipment, recording information such as the description, value and location of property.
• Serve as back up in the reporting of invoices for Grants and other state contracts

Business Office Administrator

• Addressing operational challenges and finding solutions to improve efficiency
• Track all part-time employee timesheets
• Keep accurate HR records
• Acting as the first point of contact for HR payroll and benefits related questions
• Liaison with partners, such as GMS, to ensure compliance, and updating HR related posters in the office
• Keeps accurate records of payroll transactions and keep HR Payroll System up to date with information such as time off, employee personal data, benefits, and other related information when requested
• Submit payroll to PEO Company when requested
• Maintain interior and exterior of building and office equipment – engage professionals to maintain interior offices (plumbing, air conditioning, carpet cleaning, office cleaning)
• Shred confidential documents.
• Serve as back-up and/or assist with the following tasks: Maintain donor database, serve as case manager, open & distribute mail, order and monitor office supplies

Documentation and Reporting

• AWARE reporting, invoicing and input when necessary
• Maintaining, archival and administrative files.
• Assist in gathering grant-related backup for reports and serve as back-up in the management and writing of grantor contracts, tracking expenses under contracts, and processing reimbursement requests

Marketing & Social Media:

• Participating in outreach and company events to promote services, recruit volunteers, and generate funding interest.
• Manage, develop and oversee social media strategies, content and calendar as needed. Manage and update platforms like Facebook and Instagram, respond to inquiries, capture event media, and enhance community engagement across various channels.
• Increase social media following and engagement
• Take photos and videos at events and classes when other LOC staff is not able.
• Design and develop marketing materials, including brochures and newsletters, and power point presentations to educate the community on services.
• Maintain website presence and update our website as needed.

Other Responsibilities include, but are not limited to:

• Act as liaison between employees and vendors ensuring professional, compassionate communication
• Research area non-profits and providers and educate staff on other services available to clients that complement LOC services
• Open incoming packages and distribute accordingly
• Performs other duties as assigned.

Core Competency Requirements

• Accounting/Bookkeeping Skills - In-depth knowledge of diverse business functions related to bookkeeping & accounting.
• Marketing Skills - Knowledge of marketing, social media and public relations.
• Organizational Skills - Multi-tasking and strong organizational skills to manage different duties, including the ability to prioritize tasks in order to meet deadlines; Time management abilities to efficiently manage multiple projects.
• Oral & Written Communication - Collaborates, listens, and remains open to others' ideas; manages challenging situations with empathy and patience; ability to explain complex financial matters for easy comprehension
• Team Work - Balances team and individual efforts while supporting collective success.
• Professionalism – Consistent demonstrates competence, respect, accountability, reliability, and ethical behavior in alignment with organizational values and goals; Ability to work with minimal supervision while maintaining focus and productivity
• Work Ethic - Ability to accept responsibility and account for his/her actions. Ability to perform work accurately and thoroughly.
• Continuous Learning - Actively pursues professional development to build skills and knowledge.
• Emotional Intelligence - Recognizes and manages personal emotions effectively
• Relationship Building: Strengthens connections through empathy and understanding.
• Problem Solving – Ability to think strategically with a focus on innovative and measurable solutions; Identifies and resolves issues with logical and thoughtful decision-making techniques.

Qualifications

The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience:

• A Bachelor’s Degree in Finance and Accounting, Business Administration, or experience in a related profession is required. The candidate must also possess the skills and training necessary to provide coordination, bookkeeping, and administrative services.
• A minimum of 2 years of proven experience in financial management, bookkeeping, or related roles within nonprofit organizations or businesses, with responsibilities encompassing finance, operations, and marketing

Finance and Bookkeeping Ability:

• In-depth knowledge of diverse business functions related to bookkeeping & accounting.
• In depth knowledge of on-line quick books.

Language Ability:

• Ability to read and comprehend contracts and instructions and correspondence. 
• Ability to effectively present information in one-on-one and small group situations to clients, visitors, donors.
• Spanish speaking is a plus.

Reasoning Ability:

• Capacity to think critically, solve problems logically, and adapt to challenges.
• Ability to analyze situations, evaluate evidence, apply knowledge, and make sound decisions.

Computer Skills: Knowledge of basic Microsoft Word and Excel and email/Internet software. Must have the ability to learn multiple client databases.

Physical Demands:

• The employee must frequently lift and/or move up to 10 pounds.
• The employee is occasionally required to travel off-site to other agencies. 
• Candidate should be able to provide her/his own transportation to client home assessments and groups, and physically manage access to a variety of home environments.