Operations Administrator

JOB DESCRIPTION
TITLE: Operations Administrator

DEPARTMENT: Administrative Professional, Non-Exempt

REPORTS TO: Executive Director

PRIMARY FUNCTION:

The Operations Administrator is responsible for providing office administration and support to assure the continuity and effectiveness of all office operations. This position provides member support, record keeping & billing, fiscal management assistance/support, personnel support and general office support to the organization.

KEY ROLES: (Essential Job Responsibilities):

Administration/Office Management

• Functions as a customer service representative in all interactions with club members and their families
• Maintain office files including general correspondence, contracts and agreements, records, reports, etc.
• Answer incoming calls. Deliver telephone information/messages to appropriate personnel in a timely manner.
• Recognize high priority and confidential mail as an essential priority.
• Assure the preparation of purchases and/or check requests, facilities work requests and other forms for the Executive Director’s approval
• Maintain operational oversight of building security, maintenance, cleaning and liaison with the landlord
• Manage the requisition of office supplies and inventory, including oversight of the copier, fax machines and computers, assuring their continued functioning and instruction of other staff
• Support Board and committees, attend meetings and take meeting minutes
• Basic software support for all employees. Set up email addresses and distribution groups.
• Work with outsourced IT vendor on system maintenance

Accounting/Benefits

• Accounts Payable, Accounts Receivable and billing in QuickBooks. Reconcile records monthly.
• Daily deposits
• Oversees the maintenance of the payroll system, personnel records, etc. and processes various personnel action forms, i.e.: vacation, sick leave, attendance, etc.
• Responsible for the data entry of employee payroll per organizational schedule.
• Manage all insurance benefits for TOWBGC employees
• Oversees insurance policy renewals.
• Other duties as assigned.

Membership Support

• Maintain Member Tracking software for programs and summer day camp to include, but not limited to, registration, maintaining membership, billing adjustments and attendance.
• Generate monthly membership reports or reports as needed by staff.
• Generate monthly billing statements for all members, and ensure expedient payments of member fees; contact members via phone who owe money per collections policy. Reconcile billing monthly.
• Develop collaborative partnerships with other youth serving organizations, members, parents, families and community organizations.
• Other duties as assigned.

Special Event/Development Campaign Support

• Work with Executive Director or Board Committee to plan and execute mailings associated with special events or various development campaigns.
• Register guests for TOWBGC events via email and telephone, and check-in attendees at events. Including setting up online ticketing/donation processes.
• Work with Executive Director to ensure supplies for events are procured and delivered to special event venues.
• Ensure all donations and gifts are acknowledged according to the procedures outlined in the Board-approved Resource Development Policy
• Record, maintain and track gifts and acknowledgements in Donor Management software. Generate reports from the system as needed by staff.
• Support Board Committees, as assigned.
• Other duties as assigned.

SKILLS/KNOWLEDGE REQUIRED:

• Proficient in Microsoft Office Suite (Excel, Word, PowerPoint), Adobe and QuickBooks.
• Proficient in working in client/membership/donor management databases.
• Extensive knowledge of administrative and office procedures and systems including typing, composing letters, as well as knowledge of basic business management and budgeting processes
• Excellent written & oral communication and interpersonal organizational skills in order to deal with a diverse group of individuals.
• Must be a team player who is able to think logically and analytically.
• Ability to work under pressure and produce results in a timely manner
• Ability to manage multiple tasks and to develop solutions to problems with limited supervision.
• May be responsible for managing human resources programs and systems including recruitment, employee relations, compensation and benefits.
• Maintains close contact with assigned staff to provide technical assistance in matters of programming and operations; interacts regularly with the Executive Director
• Ability to establish and maintain effective working relationships with Club staff, subordinates, Board members, community groups, and other related agencies.

SKILLS/KNOWLEDGE PREFERRED:

• Experience working for a nonprofit or youth development agency
• Bachelor’s Degree in business or related field from an accredited college/university or 3-5 years’ experience in an office manager or administrative coordinator position
• Experience working with Visions or similar member tracking software
• Experience in event planning and working with vendors

DISCLAIMER:

The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, nor to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications and objectives required of employees assigned to this job.

Job Type: Full-time

Pay: $45,000.00 - $50,000.00 per year

Benefits:

• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• Bachelor's (Preferred)

Experience:

• QuickBooks: 3 years (Preferred)
• Microsoft Office: 3 years (Preferred)

Work Location: In person