Blue Mountain Humane Society

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Administrative Coordinator

Part-time
Walla Walla, WA
Posted Jan 10, 2020

 APPLICATION REQUIREMENTS:

1. Enter your information on the right of the screen to include days you're available and why you're interested in working for us.

2. Download and complete the BMHS Job Application. Save completed application, cover letter and resume as one file. (Separate files will not be accepted)

3. Click on the "Upload Resume" button on the right of the screen and upload your documents.  Click "APPLY" button to submit. 

4. If you're having trouble uploading your information, please click on, "Don't have one?" copy and paste your information into the text box and click "APPLY" button to submit. 

Open until filled, first review of applications January 20, 2020

Title: Administrative Coordinator                    Effective Date: 12/12/2019
Department: Business                                         Status: Part-time, non-exempt

Schedule: Tuesday through Friday 11:30 – 4:30

Pay Scale: $14.00 - $16.00 per hour, non-exempt, overtime eligible. 

Job Summary: The main duties of the Administrative Coordinator are to provide administrative support to the Executive Director and Director of Business to include human resource duties, accounts payable/accounts receivable, daily deposits, and supporting the Board and working committees. The Administrative Coordinator will work as part of a team of staff and volunteers.

Supervised By: Director of Business Operations

ESSENTIAL FUNCTIONS OF THE JOB

· Treat all animals both on and off the job humanely. You are a representative of the BMHS even when you are not at work.

· Reconcile daily transactions and complete the deposit process, including entry into Quickbooks. Work directly with the Customer Service team on daily cash inquiries and issues. Ensure deposits are taken to the bank in a timely manner.

· Send invoices to contract service customers and monitor receipt of payments.

· Complete Accounts Payable tasks for all obligations received in paper format including entry into Quickbooks and file management. Complete entry of automatic or online recurring payments into Quickbooks. Assist in month-end reconciliation as needed. 

· Oversee and maintain office filing (both electronic and hard copy filing systems) and organize year-end transfer of paperwork to long-term storage. 

· Manage meeting scheduling and preparations for Committee and Board meetings, including creation and distribution of meeting notices, creation and printing of agendas and meeting packets, record and distribute minutes, communicate meeting details (including dates/times, reminders, updates, calendar invites and RSVPs). If needed, order/pick up food and/or beverage. Oversee set up and breakdown needs, including laptop, projection, screen and/or sound system.

· Attend and assist with Board and Committee meetings as needed. Compile and prepare data and reports as requested by the Board of Directors or Executive Director.

· Participate in all Human Resource aspects of employee recruitment and termination. Including but not limited to the following:

o With direction from team Directors, create job announcements, organize resumes and job applicants. Work with appropriate staff members during the hiring process.

o Schedule interviews and participate in the interview process.

o Ensure background and reference checks are completed.

o Assist in preparation of new employee files and orientation process including setting up workstation, email account, etc.

o Engage Work Study students and volunteers in assisting with processes.

· Assist with publication of schedules for all employees, including electronic communication of time-off requests to staff by email and in the electronic timeclock.

· Maintain and update employee compensation files including but not limited to the following:

o Maintain organization of compensation and benefit documents. 

o Assist with the employer-sponsored Simple IRA plan, including enrollment, withholding and scheduled deposits to include accurate employer matching.

o Assist with the employer-sponsored health plan benefit, including employee enrollment, accurate withholding and timely premium payments. 

o Assist with optional employee benefit plans, including processing enrollments, accurate withholding and timely premium payments. 

o Perform quarterly file audits to ensure all required documentation is maintained. 

o Engage Work Study students and volunteers in assisting with processes. 

· Intermittent assistance with bi-weekly payroll process, including accurate recording of personal time-off (PTO) and other compensation and/or deductions.

· Provide support and direction for Administrative and Office volunteers.

OTHER DUTIES / FUNCTIONS

· Serve as a role model and leader for volunteers at BMHS.

· Assist with fundraising and other annual events as needed.

· Assist with other duties assigned by the Executive Director, Director of Business Operations and/or Board of Directors. 

· Assist with answering the telephone, take and deliver phone messages.

POSITION SPECIFICATIONS

Requirements

· Associates degree in Business or related field, or commensurate experience. 

· Ability to read, write and speak clearly in English. 

· Basic understanding of accounting and proficient experience using Quickbooks.

· Good computer skills including word processing, database, and spreadsheet programs.

· Detailed oriented, accurate and dependable.

· Ability to juggle demands, prioritize, and follow through on tasks. 

· Excellent interpersonal and communication skills (both written and verbal).

· Ability to maintain a high level of confidentiality and have a tactful, mature and sincere attitude.

· Ability to lift 25lbs or more.

· Ability to be bonded for the purposes of handling cash.

Desired

· Willingness to develop and implement new processes and/or tasks.

· Ability to provide effective feedback.

· Active listening skills and/or crisis intervention experience. 

· Knowledge of state and federal regulations related to personnel and employment laws. 

· 2 years of progressive experience in Human Resources, Office Management, and/or bookkeeping. Previous supervisory experience preferred.

· Familiarity with the operation of various office machines (printers/fax machines, multi-line telephones, etc.) is preferred.

WORKING CONDITIONS

· Indoors in air conditioned/heated office, outdoors at shelter or on-location for various activities.

· Includes the use of PC, various printers, copy machine, fax machine, multiple line telephone, digital camera, and credit card machine.

· Mostly week-day hours with some weekend hours pending training schedule, and outside shelter events.

· Regular exposure to a variety of companion animals and some exotic animals.

This position description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees shall be required to follow any other job related duties required by their supervisor. This document does not create an employment contract implied or otherwise, other than an “at-will” relationship.