Office Administrator

THE ORGANIZATION: York Habitat for Humanity, Inc. (YHFH) is the York, Pennsylvania affiliate of Habitat for Humanity International, an ecumenical, Christian housing ministry. Since 1985 YHFH has helped over 850 individuals in the York community own their own homes, build equity for the future, and help others do the same.

GENERAL DESCRIPTION: This position plays a crucial role in ensuring the smooth and efficient operation of YHFH’s administrative activities, encompassing a wide range of responsibilities aimed at supporting management, facilitating communication, and maintaining office functionality. The office administrator is responsible for all bookkeeping functions, contracts, payroll, insurance, employee benefit programs and office systems for the organization.

Key Responsibilities:

• Office Operations: Oversee daily office activities to ensure operational efficiency.
• Communication Liaison: Serve as the primary point of contact between staff, vendors, and external partners. Responsibilities involve handling phone calls, emails, and other correspondence to facilitate effective communication.
• Scheduling and Coordination: Organize and schedule meetings, appointments, and events. This includes arranging logistics, preparing necessary materials, and ensuring all participants are informed.
• Administrative Support: Provide clerical assistance to management, such as preparing reports, managing documents, and assisting with human resources tasks.
• Facility Management: Oversee the management of company facilities, including space planning, vendor relations, and ensuring a safe and productive work environment.

General Duties:

· Work in partnership with the accountant to manage affiliate’s accounting services. Ensure that key bookkeeping and audit functions are carried out.

· Invoice processing

· Payroll processing

· Manage all paperwork related to contracts with vendors, government institutions (Federal, State and Local)

· Provide administrative support to affiliate operational staff as needed and assigned

· Act as liaison to Habitat for Humanity International, preparing and submitting quarterly assurance reports.

· Process mail

· Collect, prepare all monetary and in-kind donations, payments and other revenue-daily into systems of record.

· Assist in preparation of year-end tax documents (W-2s, 1099s, etc.) – yearly

· Maintains organization calendar, including staff holidays, birthdays and recurring meeting schedules

· Maintains shared drive files and organizational documents

· Monitor YHFH general email account and forward to appropriate staff

· Monitor accounts payable email account

· Schedule offsite venues for events and meetings

· Correspond with sub-contractors, utility companies and others submitting invoices.

· Ensure all contractor data, donations, Gift-in-Kind; services are recorded appropriately per house build/rehab in order to determine total cost of each Habitat home.

· Serve as Primary to answer incoming calls and respond to public inquiries about program requirements, donations of funds and materials

· Handle sponsor correspondence and monitor sponsor payments –as needed

· Assist in preparation of monthly and other financial reports

· Maintain donation and mailing list databases

· Assists in grant preparation/typing of organizational correspondence

· Support income development activities

· Manage, oversee, and execute bulk mailings

· Maintain sales detail spreadsheet for York Habitat ReStore

· Any other tasks appointed by the Executive Director

Qualifications:

• Organizational Skills: Ability to multitask, prioritize responsibilities, and manage time effectively.
• Communication Skills: Proficiency in both written and verbal communication to interact with various stakeholders.
• Technical Proficiency: Familiarity with office software applications, such as Microsoft Word, Excel, Outlook, Quickbooks, Giveffect (CRM), Web-based data systems and using search engines for research.
• Problem-Solving Abilities: Capable of identifying issues and implementing effective solutions to enhance office operations.

Minimum Education and Experience Required:

Business and/or office administration degree preferred. 5 years of experience in non-profit, construction, and/or banking is preferred.

Work Environment: Office environment. “Business Casual” attire. Extended periods of sitting required.

Job Type: Full-time

Pay: $50,000.00 per year

Benefits:

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

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

Salary : $50,000