Description

This position supports the work of the Y, a leading nonprofit, charitable organization committed to strengthening community through youth development, healthy living and social responsibility. The Office Administrator at Shawnee Family YMCA serves on the CEO’s senior leadership team and oversees the development and implementation of talent management/human resources policies, plans and services, including recruitment, selection, legal compliance, employee benefits, compensation, employee relations, diversity and inclusion, employment practices and procedures, employee communications and events.

The Office Administrator also ensures a system of strong internal controls and fiscal soundness and provides direction and leadership for YMCA finance and business operations. They will position the Y as a community convener and collaborator to address critical social issues. OUR CULTURE: Our mission and core values are brought to life by our culture. In the Y, we strive to live our cause of strengthening communities with purpose and intentionality every day. We are welcoming: we are open to all. We are a place where you can belong and become. We are genuine: we value you and embrace your individuality. We are hopeful: we believe in you and your potential to become a catalyst in the world. We are nurturing: we support you in your journey to develop your full potential. We are determined: above all else, we are on a relentless quest to make our community stronger beginning with you.

ESSENTIAL FUNCTIONS: 1. Creates a vibrant cause-centered culture for staff and volunteers.

2. Participates in strategic planning for the organization. Provides leadership and consulting support to executives and management on matters of reinforcing culture, setting goals, developing policy, and implementing strategic objectives. Aligns organizational structure, roles, and responsibilities to achieve goals.

3. Fosters the development of staff and volunteers at all levels in the organization by engaging in ongoing feedback and coaching, creating succession plans, and providing resources and support for informal and formal learning at all levels.

4. Oversees talent management, including staff training and leadership development, retention, recognition, employee communication and career development. Assesses and evaluates training and staff development needs, and develops programs to meet needs.

5. Creates organizational policies and structures that remove barriers and foster equity and inclusion for all.

6. Develops and maintains performance management and appraisal programs. Provides assistance to employees and supervisors with questions and workplace problems. The Y: We’re for youth development, healthy living, and social responsibility.

7. Oversees compensation and benefit programs, including job description and classification, salary structure and salary adjustments. Oversees benefit plan communication, enrollment and administration. Assesses the competitiveness of human resources programs and practices against the relevant markets and makes recommendations for improvements and changes.

8. Remains current with employment laws and regulations. Maintains an effective program of compliance with laws and regulations related to human resources and manages relationships with compliance agencies and YMCA legal counsel.

9. Oversees HR systems and employee records to ensure accuracy and improve the overall operation and effectiveness of the organization. Ensures timely and accurate submission of data requested by the EEOC, YMCA of the USA, Department of Labor, etc.

10. Works directly with assigned committees of the board (e.g., Human Resources, Executive Compensation, Staff Development) to build volunteer relationships, develop policies, oversee policy implementation and meet the related needs of the board.

11. Develops staffing strategies and implementation plans and programs. Identifies and cultivates appropriate and effective sources for candidates for all levels of jobs.

12. Provides direction to assigned staff in the performance of their duties, establishing work priorities in achieving strategic and operating plan goals; prepares and manages associated budgets.

13. 1. Compile, record and process employee time and payroll data

14. Review time and attendance data and various payroll edit reports for completeness and accuracy; communicate with branch staff about missing items

15. Process payroll; perform account reconciliations and general ledger support for payroll transaction

16. Assist department supervisory staff with payroll issues; facilitate employee understanding of payroll procedures

17. Compile, process and distribute payroll reports for internal management review

18. Maintain current knowledge of all applicable state and federal wage and hour laws

19. Process the retirement transmittal and reconciliation

20. Prepare all Federal and State payroll related reports monthly, quarterly, and annually

21. Maintain PTO accruals for all eligible employees

22. Develop and implement systems to track all payroll information and reports

23. Conduct audits of payroll records and changes made by HR

24. Prepare reconciliations of all withholding accounts

25. Process and figure all garnishments.

26. Organizes resources and deliverables to best meet intended goals and outcomes.

27. Processes invoices for payment.

28. Audits check requests and purchase orders for completeness and makes corrections as necessary.

29. Inputs vendor and expense distribution data in the accounts payable system.

30. Coordinates accounts payable check runs upon approval.

31. Files appropriate documentation and maintains accounts payable files.

32. Voids checks and credits appropriate accounts as needed.

33. Responds to challenges with possible solutions in a timely manner (e.g., works with vendors and staff to resolve invoice discrepancies).

34. Reviews vendor statements for past due invoices and work with vendors and branches to keep accounts current.

35. Records cleared accounts payable checks in the accounting system.

36. Balances Account Payables General Ledger at month end.

37. Enters journal entries and reviews edit reports.

38. Maintains W-9 information for all vendors and prepares annual 1099 forms for IRS.

39. Maintains responsive and cooperative relationships with vendors and branches regarding accounts payable/journal entry matters.

40. Translates organizational goals into executable plans with accountable staff and volunteers by defining tasks, milestones, and priorities for programs or projects; manages all functions of accounting and business operations, ensuring that legal and audit requirements are met, and that best practices and maximum efficiency are obtained. The Y: We’re for youth development, healthy living, and social responsibility.

41. Oversees and provides leadership to the annual budget process including: issuing guidelines and procedures; training staff, auditing budgets, overseeing data input and preparing reports.

42. Writes clearly and concisely, using correct grammar, vocabulary, and appropriate tone for the message or audience.

43. Hires, trains, and oversees assigned staff, providing direct supervision. Arranges back-up for staff as needed.

44. Manages the annual independent audit, the preparation of financial statements and the IRS 990 tax form. Prepares or oversees the preparation of required audit schedules; maintains records; acts as liaison with audit team and YMCA Finance Committee.

45. Implements appropriate systems and internal controls to adequately safeguard the YMCAs financial resources and to provide a solid basis for accurately reporting financial data.

46. Prepares or supervises the preparation of outside reports and filings.

47. Oversees the month-end and year-end closings and the preparation of statements and reports.

48. May implement, manage and oversee personnel and payroll administration including maintaining records and related systems.

49. Collects and maintains data on government contracts and grants.

Qualifications

LEADERSHIP COMPETENCIES:

• Developing Self & Others
• Inclusion
• Program/Project Management

QUALIFICATIONS:

• YMCA Team Leader certification preferred
• Five or more years of professional experience in all aspects of human resources management and staff development and/or equivalent combination of education and experience.
• Knowledge and professional experience in planning and policy, talent management, selection, compensation, benefits, training and staff development, employee relations, and performance management.
• Ability to relate effectively to diverse groups of people from all social and economic segments of the community.
• Current knowledge and understanding of regulations, industry trends, current practices, new developments, and applicable laws regarding human resources.
• Proficiency in business and human resources related computer applications, which may include talent management systems, time and attendance systems, etc. WORK ENVIRONMENT & 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 use a computer for extended periods of time and be able to communicate using a computer and phone/smart device.
• The employee frequently is required to sit and reach and must be able to move around the work environment.
• The employee must occasionally lift and/or move up to 10 pounds.
• Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust.
• The noise level in the work environment is usually moderate.

SALARY RANGE: $47,000 - $51,000