In financial matters, the Administrative Director will:
1. Accounts Receivable: Ensure billing of fee-for-services (i.e., OBRA, Logisticare, private pay, Headstart), and other receivables on a timely basis.
2. Collect outstanding receivables.
3. Accounts Payable: GL code invoices for delivery to Tate Financial Services 5 business days prior to the 15th and 30thof each month.
4. Prepare bank deposits for deposit, ensure that deposits are made daily and maintain deposit records.
5. Issue emergency checks i.e. for time sensitive background checks, obtain ED or other authorized signature and make copies to include in the next invoice packet going to Tate Financial Services.
6. Ensure that sufficient funds are available in the checking account for payroll and bill payments and inform the Executive Director in a timely manner if transfers need to be made.
7. Maintain petty cash
8. Obtain ED and treasurer or other authorized signature for checks issued by Tate Financial Services and disperse.
9. Handle all purchasing for the agency (requisitions are required for staff requests), ensuring vendors are providing best value for service.
10. Keep and maintain accurate electronic and printed financial records.
11. Generate financial reports in QuickBooks as requested by the Executive Director and/or Treasurer.
12. Ensure that all bank statement reconciliations are completed by Tate Financial Services and reviewed by the Executive Director.
13. Track and report financial expenditures and revenues for grants, special events and other fundraisers as requested.
14. Work with outside accounting firms to prepare for annual audit.
15. Issue handwritten thank you notes and typed tax letters to in-kind and monetary donors within 3 business days of the donation.
16. Enter donor’s names and donation amounts in the SALSA CRM
17. Prepare and submit paperwork for NAP (Neighborhood Assistance Program) credit and track available credits
In office administration, the Administrative Director will:
2. Maintain membership and other databases included in the Salsa CRM.
3. Ensure that computer, phone, copier, and other equipment problems are resolved.
4. Assist the Executive Director for board meetings (prepare board packets, set-up for meeting (room, refreshments, A/V equipment, etc.).
5. Ensure that the following are accomplished in a timely manner:
a. Office and program supplies are inventoried, ordered and on hand as needed.
b. Files are maintained, scanned and retained in archive according to The Arc’s document retention policy.
c. Maintain an up –to-date list of passwords
In Human Resources the Administrative Director will:
1. Supervise administrative support staff, volunteers, and interns as assigned by the Executive Director.
2. Recruit new employees as needed via VEC Workforce, Indeed, United Way Get Connected and Handshake (JMU)
3. Complete reference checks and background checks on potential employees
4. Forward applications to appropriate managers
5. Onboard new employees
In communication, the Administrative Director will:
1. Communicate professionally with callers and visitors and respond to requests for information on the phone, in person, or via email within an appropriate timeframe and will redirect inquiries to appropriate staff as necessary.
2. Prepare timely monthly administrative reports for the board of directors.
3. Attend and participate in all staff meetings and administrative meetings
Other Duties:
1. Participate in fairs, fundraising and other special events (preparation, solicitation, set-up, working a shift, closing).
2. Obtain and maintain training requirements of a Direct Support Professional in order to provide direct support to consumers if/as needed.
3. Follow established policies and procedures of The Arc
4. Act as agency representative in facility matters
5. Other duties as assigned by The Executive Director
Qualifications:
1. Minimum of an associate degree and experience (Bachelor’s preferred).
2. Experience maintaining accurate financial records using The Arc’s accounting software.
3. Proficiency with Microsoft Word, Excel, Access, and Publisher.
4. Professional demeanor and ability to communicate well with a wide range of people.
5. Excellent organizational skills.
6. Ability to handle interruptions and changes in priorities.
7. Willingness to take direction.
8. Ability to work with and supervise people with and without disabilities.
9. Excellent writing skills.
10. Exhibits initiative.
11. Self-sufficiency: Ability to work independently
Language Skills
Is able to:
· Read policy and procedures and governmental regulations.
· Write and complete reports.
· Effectively present information and respond to questions from consumers, and the general public.
· Observe and record programming and behavioral data.
· Fluent in Spanish (an asset)
Mathematical Skills
· Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
Reasoning
Is able to:
· Solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
· Interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Information Technology Skills
· Ability to document daily progress notes and or other reports in Microsoft word and excel documents and to communicate information via text and email.
Physical Demands
· The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
· While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand, walk, and sit. The employee is occasionally required to us hands to find, handle or feel objects, tools, or controls; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl.
· The employee may be required to provide assistance to a consumer while walking or in moving from a seated to a standing position or moving from a wheelchair to a fixed seat.
· The employee must occasionally lift and/or move up to 50 pounds.
· Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.
WORK ENVIRONMENT
· The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential junctions.
· While performing the duties of this job, the employee occasionally works near moving mechanical parts and in outside weather conditions and is occasionally exposed to wet and/or humid conditions. The noise level in the work environment is usually moderate. EOE.
To apply, please email DSS@hrarc.org. If you require alternative methods of application or screening, please contact (540) 407-9868 or dss@hrarc.org
