This position will interact mostly with staff and will provide support to administrative task (but not limited) to services provided by our Un Accompany Minor Legal Services. Primary responsibility is to ensure appropriate implementation of the Unaccompanied Children's Project administrative operations, finance tracking, onboarding, information/data management, procurement, facilities management, and reporting policies and procedures to ensure good practice and contractual compliance in support of up to 35 staff. The incumbent will function under the supervision of the Staffing Attorney and Business Manager and is expected to take an active role in day-to-day operations of the Program.

Tasks & RESPONSIBILITES (Specific responsibilities may include but are not limited to)

General Administrative Support:

• Provide and coordinate administrative and operational support to program staff,
• ensure that program staff are compliant with grant and agency policies and procedures,
• Assist in developing clear and streamlined program protocols,
• Oversee programmatic activities, and monitor deadlines.
• Support Division Director, Program Managers and Directors for building operations and asset management;
• Coordinates internal program signatures and timely routing all forms to Business Manager on behalf of Vera funded staff;
• Provide training to staff as needed (i.e. timesheets, forms, etc.);
• Coordinate administrative policy and procedure drafting, compliance, and review as needed;
• Maintain data/records/files of all business.

Budget, Grant and Agency Policies Compliance:

• Review and approve purchase requests for allowability and applicability to grants;
• Review invoices sent to Vera funder by Finance Office
• Monitor orders and timely submission of task under grants such as time sheets, mileage, supplies etc.
• Reviews budgets and helps prepare monthly expenditure plans

Personnel and Payroll:

• Review and submit preemployment forms, documents and requests.
• Prepares and maintain all program documentation including
  • Position Requests
  • Personal Transaction Forms
  • Prepared all pre-onboarding documentation and forms to help set up new employees in all CCANO systems
    • Signature Cards, Credit Card Requests, Cellphone Request, Company Mileage
  • Pre-employment greeting and set up

Onboarding & Offboarding

• Provide administrative briefing to new Vera funded staff for onboarding;
• Coordinate exit for Vera funded staff leaving the agency.
• Communicates with new employees to ensure proper setting and welcoming on first day and integration into the team
• Process VERA onboarding and offboarding
• Assist with Staff Onboarding training on agency and funder process, supports program managers and supervisors with onboarding task

Purchasing, Billing and Admin Support

• Obtain initial approval for expenses and coordinate and effectuates all purchasing for Vera funding;
• Manages petty cash;
• Prepares and reviews monthly Vera timesheets;
• Process orders for BSA staff
• Reviews and/or prepares invoice transmittals, including travel/mileage reimbursement, conference/training. membership and other internal approval forms; Assures that costs are properly allocated to specific grants and within budget guidelines for each project; reviews all documents for adherence to CCANO fiscal policies:
• Organize and coordinate the submission of payable invoices to ensure maximum productivity and timely turnaround;
• Verify all pertinent information is attached to requests for payment (example: names of who ate, travel purpose, client's name, and receipts that require explanation;
• Maintain copies of all requests for payment;
• Process orders, prepares and submits transmittals with all support documentation
• Verify accuracy of expense coding and assist with monthly monitor of expenses, presents recommendations for budget adjustments to business manager, division director and funder
• Coordinates site and building operations, communicated with building manager and help resolve any building related issue in a timely manner
• Submits documentation for signature and maintain organized electronic records of all transactions and documents
• Coordinated routing of contracts, MOU's and other document that require collection of multiple signatures and submissions
• Maintains shared drive per program
• Stay current with Vera grant guidelines;
• Book and purchase all travel/training-related costs.

Data Coordination

• Create data reports within case management software
• Coordinate with Program Director to create reports for CCANO Board and relevant Committees
• Perform regular data audits within all program data platforms

Other tasks such as special events, staff coordination, etc. may also be assigned to ensure the smooth operation of the program.

Qualifications:

• Bilingual in Spanish and English (written and oral) strongly preferred.
• Bachelor's degree preferred.
• Experience working with immigrants and/or vulnerable populations strongly preferred.
• Strong interpersonal and culturally competent communication skills.
• Respect for others and sensitivity to the needs and issues affecting people of diverse backgrounds.
• Ability to work independently and develop creative solutions is desired.
• Strong organizational skills and attention to detail for a fast-paced and high volume environment.
• Ability to maintain strict confidentiality regarding all case and client information.
• Proficiency in Microsoft Word, Excel, and Outlook, and ability to learn immigration database/software.