This full-time position is responsible for the maintenance of several computerized and manual internal control systems of the agency. It also includes purchasing of office supplies, furniture and equipment. In addition, this position is responsible for coordinating reception, mailing, insurance claims, vehicles licensing, and facilities maintenance. This position supervises front desk receptionists and the Building Engineer.
ESSENTIAL DUTIES include the following. Other duties may be assigned.
Order and coordinate the delivery of office supplies, stationary, furniture and equipment to the proper location.
Tag and update agency inventory items and update yearly inventory
Contact vendors for copier maintenance and repairs
Maintain log of purchase orders and enter information into computer database
Issue Purchase Order numbers and process paperwork
Match checks to Choice claims, record information, obtain signatures and mail with appropriate paperwork. Ensure proper filing of documentation.
Match checks to invoices, record information before preparing for signatures and mail signed checks with appropriate paperwork. Ensure proper filing of documentation.
Coordinate agency credit cards, and the credit card invoices for payables.
Maintain and upgrade cell phones and numbers
Make travel reservations, accommodations and rental of cars as needed
Maintain and update key information
Perform cost analysis and make recommendations on new equipment purchases, as needed
Perform cost analysis on new and current services, make recommendations for improvements as needed
Work as a liaison between in-house staff and local printing companies to expedite printing of brochures and supplies
Order and distribute all check stock and deposit tickets
Records/Enters cash receipts including all Nutrition Site deposits
Monitors and coordinates maintenance and needs of the Agency’s facilities. Keeps and prioritizes work orders.
Assures proper licensing of vehicles.
Submits and manages vehicle incident reports to insurance company.
Hires, with Director’s approval, and supervises receptionists and Building Engineer.
All major decisions are made by the Director of Administration and Finance. Individual tasks and day-to-day operations need to be accomplished without direct supervision and necessitate
good judgment skills. Most work is reviewed by the Director for quality and accuracy, either in process or upon conclusion.
EDUCATION AND/OR EXPERIENCE REQUIREMENTS
Bachelor’s degree (BA or BS) from an accredited four-year college or university in Business Administration or related field is preferred. Minimum of two years of relevant experience is required.
KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED
A strong working knowledge of Excel, MS Word and computer functions
Word processing skills and experience with basic office machines
Ability to prioritize work, with attention to accuracy, neatness and detail
Good oral and written communication skills
Ability to make practical application of customary practices, regulations and procedures
Ability and willingness to troubleshoot and perform light repair on office equipment
Can be trusted to keep sensitive information secure
Ability to meet deadlines and juggle multiple priorities.
Ability to work independently with minimal supervision.
Valid driver’s license and a dependable vehicle required
DIFFICULTY OF WORK
The work consists of moderately complex but standardized processes, requiring a substantial amount of technical understanding of specialized funding source requirements. Accuracy of data entry, attention to detail and deadlines, judgment used and decisions made are critical to the ability of this department to provide accurate, timely, and helpful information. The work is somewhat repetitive, but the specific requirements of each funding source vary requiring attention to detail.
PERSONAL WORKING RELATIONSHIPS
With Agency staff, Supervisors, Directors and President/CEO
With Vendors, State and Federal representatives
With auditors from the State and CPA firms to convey information and answer questions.
WORKING CONDITIONS AND PHYSICAL DEMANDS
The physical demands and work environment 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 usually seated, standing, or walking at will in a typical office setting. Some physical effort required (some lifting). Occasional travel to suppliers and county offices.
CONDITIONS OF EMPLOYMENT
Successful candidate must submit to a pre-employment drug screening, a limited criminal history check, FBI fingerprinting, driver history check and credit check.
Proof of educational credentials is required at time of employment.
This position has a 6 month probationary period.