Financial and Administrative Coordinator

POSITION: FINANCIAL AND ADMINISTRATIVE COORDINATOR

POSITION SUMMARY: The Financial and Administrative Coordinator assists the Executive Director in the overall operations of the organization. Is responsible for grant support, financial operations management, records control, budgeting, fiscal accountability and audit execution.

REPORTING RELATIONSHIP: The Financial and Administrative Coordinator is responsible to the Executive Director.

The Financial and Administrative Coordinator is an exempt, salaried employee of United Way of Lewis County.

DUTIES

FINANCIAL OPERATIONS:

• Oversee management and coordination of all fiscal reporting activities for the organization including: organization revenue/expense and balance sheet reports, reports to funding/granting agencies, development and monitoring of organization and contract/grant budgets.
• Process payroll timesheets and prepare and pay payroll taxes.
• Prepare monthly, quarterly and annual financial statements in accordance with GAAP and review with the Treasurer.
• Develop and maintain systems of internal controls to safeguard financial assets of the organization.
• Serve as audit liaison ensuring all audit requests are prepared and submitted timely.
• Attend Board and subcommittee meetings and take meeting minutes.
• Monitor adequate cash flow and alert Executive Director or Treasurer if fund transfers need to be made.
• Responsible for Accounts Payable and Accounts Receivable.
• Prepare journal entries as needed and ensure appropriate level of supporting documentation.
• Reconcile monthly bank statements.
• Responsible for business insurance plans and health care coverage analysis.
• Responsible for the maintenance of the inventory of all fixed assets.
• Create annual budget in coordination with the Executive Director and Treasurer.
• Recognize and be responsive to the needs of all of the organization, including funding organizations, the Board of Directors, local community advocates, participants, and employees.
• Coordinate with Resource Development Director to ensure necessary documentation is provided by workplace campaigns for the timely payment of designation to other agencies.
• Reconcile Donation Tracker with QB monthly.
• Work with a contract grant writer to quickly frame and deliver compelling proposals that meet the needs of our organization including grant administration.

ADMINISTRATIVE OPERATIONS:

• Coordinate operational needs including internal communications, scheduling, office equipment and supply upkeep/orders, technology support.
• Greet and direct visitors, direct incoming telephone calls, and provide guests and callers with general information.
• Maintain status with all government entities, Secretary of State, SAM.gov.,IRS, SAW, etc.
• Supervise work of office volunteers.
• Coordinate Board and select Committee meetings through preparation and distribution of meeting materials, management of attendance, and coordination of meeting location, equipment, and materials. Attend meetings; record, prepare, and distribute minutes. Conduct post-meeting surveys as needed.
• Process all new hire on-boarding and employee off-boarding documentation.
• Enroll and administer all employee benefits, making changes to medical, dental and vision
• plans to ensure proper coverage.
• Maintain all personnel and benefit files, job descriptions, and employee status.
• Evaluate, update and document existing office policies and procedures. Identify, create and document new policies as necessary.

ADDITIONAL DUTIES

• Perform role as fiscal agent for agreed upon entities.
• Attend community events and meetings.
• Other duties as assigned by Executive Director.

SKILLS, KNOWLEDGE & ABILITIES REQUIRED

• Strong organizational and administrative skills that include the ability to see the big picture as well as the daily needs of the organizational workflow.
• Excellent interpersonal, written, and verbal communication skills to articulate and explain complex financial matters in a clear, non-technical manner.
• Knowledge of not-for-profit accounting in accordance with GAAP.
• Experience with office staff management, or demonstrate possession of the required skills, knowledge, and abilities related to supervision.
• Ability to properly interpret financial transactions for general ledger entry and production of accurate financial statements.
• Proficiency in QuickBooks, Microsoft Office: Word, Excel, etc.
• Ability to manage and prioritize multiple tasks.
• Strong customer service skills using tact and diplomacy for in-person and telephone conversation.
• Adherence to confidentiality.
• Excellent typing speed, proficiency and accuracy required.
• Dependable and reliable to meet deadlines.

EXPERIENCE/TRAINING REQUIRED:

• Associate degree in Business Administration, Accounting, or a closely related field; OR an equivalent combination of education, training and experience.
• At least three years of experience in related positions of increasing responsibility.
• Four years of office management experience, or a comparable combination of education and experience.

Commitment to Equity, Diversity, and Inclusion:

United Way of Lewis County has a strong organizational commitment to the principles of diversity in all areas. United Way of Lewis County is an Equal Opportunity employer.

Compensation and Benefits:

The salary range for this position is $60,000 DOE.

United Way of Lewis County provides employees with an excellent benefits package from which they can select options that best serve their needs. United Way also provides matching contributions to a 403(b)-retirement savings plan.

Deadline: January 10, 2025

Eligibility Verification:

If you are hired, you will need proof of identity, and documentation of U.S. citizenship or legal authorization to work.

Background Check:

All offers of employment with the United Way of Lewis County are contingent upon clear results of a thorough background check. Background checks will be conducted on all final candidates and on all employees who are promoted, as deemed necessary.

Background checks will include:

• Social Security Verification: validates the applicant's Social Security number, date of birth and former addresses.
• Prior Employment Verification: confirms applicant's employment with the listed companies, including dates of employment, position held and additional information available pertaining to performance rating, reason for departure and eligibility for rehire. This verification will be run on the past two employers or the previous five years, whichever comes first.
• Personal and Professional References: calls will be placed to individuals listed as references by the applicant.

• Educational Verification: confirms the applicant's claimed educational institution, including the years attended and the degree/diploma received.
• Criminal History: includes review of criminal convictions and probation. The following factors will be considered for applicants with a criminal history:

o The nature of the crime and its relationship to the position.

o The time since the conviction.

o The number (if more than one) of convictions.

o Whether hiring, transferring or promoting the applicant would pose an unreasonable risk to the business, its employees or its customers and vendors.

Application:

To apply:

1. Upload a resume, cover letter and other supporting documents to match our profile competencies and attributes and email the documents to: jobs@lewiscountyuw.com.

2. Please answer the following questions and submit with your application materials:

a. Why do you want to work for United Way of Lewis County?

b. Why are you the best candidate for this position?