Office Administrator - Port Angeles Food Bank : Job Details

Office Administrator - to start in January 2025Position Overview: The Office Administrator will be responsible for supporting key administrative, financial, HR, and event coordination tasks, while also supporting donor engagement and development efforts as needed. This role will ensure smooth operations by handling communications, financial reporting, event coordination, and potentially grant management, along with assisting the development team in managing donor relations and major gifts.Key Responsibilities:

• Administrative Support:
  • Answer and manage incoming phone calls, voicemails, and emails, ensuring timely responses or delegation to appropriate staff.
  • Maintain organization-wide calendars, schedule meetings, and coordinate staff availability for internal and external activities.
  • Ensure the smooth operation of office tasks, including preparing documents and reports as needed.
• Financial Support:
  • Make Accounts Payable (A/P) and Accounts Receivable (A/R) entries, ensuring monthly records are accurate and ready for reconciliation.
  • Enter food donations and other relevant data into software systems, preparing regular financial reports.
  • Assist with the financial aspects of grant management, including preparing and submitting financial reports and requests.
• Grant Support:
  • Assist with the financial side of grant management, including tracking funding, preparing financial reports, and managing compliance with grant terms.
  • Work with the Executive Director to ensure that grant-related financial requests are submitted on time.
• Reporting and Data Entry:
  • Maintain accurate records by entering food donations and other data into software systems.
  • Generate and summarize reports for internal use and external reporting, such as food donation summaries and financial data.
  • Ensure compliance with record-keeping standards and audit requirements.
• HR and Payroll Support:
  • Support HR-related tasks, including onboarding, maintaining employee records, and monitoring employee benefits.
  • Support payroll processing to ensure staff are paid accurately and on time.
  • Assist with employee performance tracking and annual reviews in collaboration with leadership.

Qualifications:

• Strong organizational, multitasking, and communication skills.
• Experience with financial management, including A/P, A/R, payroll processing, and grant reporting.
• Proficient in software systems used for data entry, financial tracking, and reporting.
• Must be proficient in Quickbooks for desktop with demonstratable skills.
• Experience with event coordination and managing logistics.
• Familiarity with HR processes and grant management.
• Experience with donor engagement and fundraising support is a plus.
• Ability to handle sensitive information with discretion and professionalism.

EDUCATION and/or EXPERIENCE:

• A bachelor's degree from a four-year accredited college or university is preferred, or 5 years of related experience and/or training, or an equivalent combination of education and experience.
• Must have experience or willingness to use Microsoft 365 and Teams products for productivity, organization, and efficiency.
• Minimum 2 years management/supervisory experience required.

Other Functions:

• Promote team culture in all working relationships with staff and volunteers
• Cultivate positive relations with program participants, agencies, foodbank staff, donors, volunteers and other constituents.
• Motivating, organizing and encouraging teamwork within the workforce to ensure set productivity targets are met;
• Ensuring quality, delivery, and budget objectives are met;
• Comply with all federal, state, and company policies, procedures, and regulations.