Office Administrator

Position: Office Administrator

Reports to: Executive Director

Job Type: Full-time,(40-hours per week), with additional on call hours as assigned

Classification: salary, exempt Pay: 52,000-57,000/yr

Location: Portland, ME, with travel to Cumberland & York Counties

Work Structure: Hybrid (in-person & remote),

ABOUT SARSSM: How would you like to be a change agent, working closely with our clients and community in a small but powerful setting? SARSSM is committed to being anti-racist, inclusive, and diverse through all levels of the organization.Would you like to work in a place that seeks to hire folks whose lived experiences and identities are reflective of the vibrant and diverse communities that we serve?

Since 1973, Sexual Assault Response Services of Southern Maine (SARSSM), a nonprofit 501(c)(3)organization, has provided free, confidential supportive services to people impacted by sexual violence, child sexual abuse, sexual harassment, and trafficking. Our Advocacy work in Intervention, Prevention, and Engagement programs & services is impactful. Join us in this rewarding work!

Make a Difference. We could not do the direct client work we do without the know-how and can-do of experienced, systems-oriented staff ensuring that a sound foundation exists to support the work.

Invested Team. SARSSM has an unyielding commitment to our clients & mission; does this resonate with you?

We See You Too: SARSSM provides a supportive, collaborative work environment that focuses on the growth & development of its employees. SARSSM is an open union shop, we are invested in positive employment experiences for all staff. SARSSM maintains solid practices and policies that uphold professional standards while affording healthy work-life balance.

Great benefits package includes generous paid time off, professional development opportunities, 403b match, and a great health/dental/vision plan..

POSITION OVERVIEW: The Office Administrator ensures the integrity and efficiency of SARSSM operations, infrastructure, IT and select human resources and volunteer coordination functions. This position is not a member of the SARSSM Labor union. .

HELPLINE

• All SARSSM employees are Advocates. Staff are required to provide on-call coverage for the 24-hour crisis & support Helpline. Helpline duties include providing empathetic, validating, non-judgmental support & Advocacy in person and/or by telephone. In-person accompaniments are served in local hospitals, police departments & courthouses as needed. Folks are assigned shifts, on a rotation, with frequency of shifts dictated by staffing levels. SARSSM fully trains folks to fulfill these duties. Additional on-call pay rates apply.

ESSENTIAL DUTIES

• Support SARSSM operations by organizing office operations and procedures including:
• Payroll
• Maintain filing systems
• Review supply requisitions
• Implement clerical functions
• Facilities oversight
• Vendor management
• Manage mail/deliveries
• New employee office & tech set-ups

• Maintain and implement confidential human resource processes including:
• Maintain Human Resources & Payroll platform
• Employee personnel file management
• Assist with on-boarding and offboarding activities & documentation
• Process background checks
• Assist with benefits administration

Additional

• Assist with donor management record keeping & fundraising, including events.
• Monitor, manage and maintain office equipment and supplies; request repair or restocking when necessary. Negotiate vendor contracts and costs.
• Answer and direct administrative phone calls.
• Assist with maintaining budgets, including processing of purchase orders, expense reports, and invoices.
• Ensure office policies and procedures are implemented appropriately.
• Provide support to the external finance team with select accounts payable/receivable tasks, credit card management, annual audit assistance, and by classifying funding sources and expense categories.
• Develop and oversee monthly Helpline & Pinnacle shift assignment/schedule.
• Oversee special projects as assigned.
• Participate in SARSSM Labor Union contract negotiations as part of the management team

The above is intended to describe the essential responsibilities, required skills, and minimum qualifications for the role. Additional duties as directed by the Executive Director may be assigned.

QUALIFICATIONS: The requirements listed below are representative of the knowledge, skill, and/or ability needed for success in this position.

• High School degree. Bachelor’s degree preferred
• 2-5 years experience as an Executive Assistant or Office Administrator/Manager preferred.
• Excellent written, verbal and interpersonal communication skills; ability to communicate clearly and succinctly with consideration to various audiences
• Excellent time management skills and ability to multi-task and prioritize work
• Extreme attention to detail and excellent problem solving skills
• A creative mind with an ability to suggest improvements
• Goal-oriented and highly organized self-starter who maintains high standards for their own work and the work of others
• Previous event support and/or non-profit experience preferred
• Experience with G-Suite, Microsoft Word, Excel and Outlook.
• Hands on experience with office machines (e.g. fax machines and printers)
• Familiarity with donor management a plus

JOB REQUIREMENTS

• Successfully complete required 40-hour sexual assault advocate training, mandated reporter training and anti-harassment training within specified timeframe.
• Access to reliable transportation with applicable insurance.
• Current, valid driver’s license or State ID.
• Excellent written & verbal communication skills with fluency in English. Knowledge of other languages is an advantage.
• Technical competency in Google Suites, Zoom, Microsoft office, Canva, social media platforms, etc.
• Participate in agency events, including special events, outreach/awareness & donor engagement events.
• Frequent local travel, with regular on-call evening & weekend shifts as necessary in order to accomplish job responsibilities.
• Employment is conditional upon successful clearance of background screening including Child Abuse Registry, Maine Criminal and Federal Fingerprinting, and SARSSM probationary period.

SARSSM is an Equal Opportunity Employer and will consider all qualified individuals, regardless of race, sex, gender identity/expression, language, religion, political affiliation, age, socio-economic status, physical appearance and abilities. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of their role.

In support of our values, SARSSM strives to ensure accurate, ethical, and equitable policies and practices. We believe in regular assessment, reflection, and the pursuit of growth, whether on the individual level or as an organization.

To apply, send a resume and cover letter to mgmt-admin@sarssm.org

Job Type: Full-time

Pay: $52,000.00 - $57,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: Hybrid remote in Portland, ME 04103

Salary : $52,000 - $57,000