Administrative Assistant/Bookkeeper

PURPOSE: The function of the Administrative Assistant is to ensure the smooth operations of the Finance & Administration department of Safer Path. The Admin Assistant provides office administrative support to the Executive Director, Finance & Administration Manager, and Education & Outreach manager including secretarial, receptionist, bookkeeping and statistical compilation for program support. This position maintains an efficient office environment and provides excellent customer service to clients, donors, staff, and the community. The Admin Assistant assists with our day-to-day accounting and finance requirements including bookkeeping and statistical compilation for program support. Runs errands, assists employees with program logistics, including supply ordering, filing, and registering participants in educational programs. The Administrative Assistant works collaboratively with all staff to support the mission Safer Path and represent its values when interacting with members and the community. This position is a key link in supporting the efficient and smooth day-to-day operations of the organization.

Duties & Responsibilities include, but may not be limited to the following:

· Supports the staff of Safer Path by providing clerical support

· Gathers data for monthly in-kind report for grant funders, including donations and thrift store monthly report.

· Uses monthly reports from Program Directors to enter data into monthly Dashboard for Executive Director

· Answers incoming calls and directs calls to appropriate staff members.

· Greets and directs incoming visitors and clients.

· Assists Executive Director with outgoing correspondence, including Board meeting agenda packets.

· Responsible for retrieving mail from the post office and documenting and distributing incoming mail

· Responsible for maintaining office supply & equipment inventory and preparing office supply orders

· Maintain personnel files, including I-9s, W-2s and salary and benefit records.

· Oversee maintenance of office equipment, vehicles, furnishings, and buildings.

· Oversee financial and administrative filing systems. File invoices and time sheets.

· Maintain and distribute policies, procedures and operations manuals.

· Maintain database of donors and gifts, ensures every donation is acknowledged.

Bookkeeping:

· Provides bookkeeping support for the organization.

· Daily data entry into QuickBooks to ensure accurate financial reports

· Pay vendor invoices.

· Record daily sales for thrift store, program fees, fundraisers, and donations and processes deposits

· Data entry to process payroll; maintain employee time records, accrued wages and benefits.

· Responsible for cash handling: Takes cash payments and writes receipts. Delivers deposits to bank.

General & Other Responsibilities:

· Works with all staff to ensure the achievement of the mission.

· Maintain paperwork, documentation, and reports

· Adheres to agency policies and work rules, including strict adherence to confidentiality policies and code of ethics.

· Participate in staffing meetings and trainings

· Input all calls into Osnium Database

· Promote positive staff/client interactions through role modeling and teaching

· Creating a welcoming & calming atmosphere and role modeling effective conflict resolution

· Perform other duties as assigned by the Prevention, Education & Outreach Director or Executive Director to effectively conduct the Agency’s business.

· Maintain professional conduct and represent the agency in a professional manner.

· Clerical and administrative duties may include answering business calls, knowledge of and experience with copy machines, faxes, computers, printers, etc.; statistical data entry and other similar tasks and duties as assigned.

· Ensure that accurate record of working hours, leave, mileage, etc. is maintained by self and assigned staff.

· Provide timely preparation of administrative documents and reports as requested by the Executive Director.

· Perform other related duties as requested.

Qualifications:

· A strong commitment to the mission and values of Safer Path.

· High School Graduate and/or GED with 2 years secretarial/bookkeeping experience

· 2 years’ experience using Microsoft Office applications and accounting software such as QuickBooks

· 1-year experience using multi-line telephone systems

· Sensitive to the issues we address and committed to respecting the confidential nature of the programs

· Knowledge regarding sexual assault and domestic violence preferred.

· Be organized and follow through on tasks and goals

· Display a positive attitude, show concern for people and community, demonstrate presence, self-confidence, common sense, and good listening ability.

· Proven ability to work effectively with diverse staff, clients and volunteers

· Demonstrated ability to work comfortably as a team member and contribute positively to workplace.

· Demonstrated problem-solving approach to concerns and challenges

· Strong written and oral communication skills

· Must have excellent time management, organizational, problem solving and written and oral communication skills

· Proficiency in the use of computer for: fund raising software, word processing, presentations, databases, spreadsheets, mail merge, email, and internet

· A sense of humor

· Responsible for own personal safety, your co-workers, and others that might enter your work area.

· Able to manage multiple priorities concurrently and meet deadlines

· Occasional non-traditional hours to include some evening and weekend hours required

· Some travel requiring a valid driver’s license and a personal, insured vehicle for use on the job required.

· High level of personal integrity, diplomacy, discretion, and tact is necessary.

· Flexible with ability to work independently and exhibit creativity.

· Experience with a non-profit agency of comparable complexity strongly preferred.

· Bilingual in Spanish, strongly preferred.

· Provide own transportation; possess a valid Texas driver’s license, proof of auto insurance and a positive driving record

· Ability to pass a background check – required for employment.

Physical Requirements: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is typically working in a climate-controlled office environment but is sometimes exposed to weather conditions prevalent at the time. The noise level in the work environment is usually moderate.

· Normal workday physical activity includes frequent sitting, standing, and walking, and climbing stairs.

· Requires employee to use hands, arms, legs, neck and head while performing tasks.

· Requires occasional twisting at desk when answering phone or keyboarding.

· Requires retrieving files by pulling and pushing cabinet drawers with occasional bending, squatting, kneeling, and reaching above shoulder level.

· Requires frequent data entry into computer keyboard.

· Requires extensive speaking in person and on the telephone with staff and others.

· Requires occasional lifting and/or moving up to 30 pounds.

· Limited travel required.

Job Type: Full-time

Pay: $15.00 - $20.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Day shift
• Monday to Friday
• Weekends as needed

Ability to Relocate:

• Pleasanton, TX 78064: Relocate before starting work (Required)

Work Location: In person

Salary : $15 - $20