Arbor Youth Services Administrative Coordinator

Position Description

The Administrative Coordinator is responsible for all financial transaction processing, including daily deposits, accounts payables, payroll tax filings, and payroll. The position also records all financial activity and standard journal entries into QuickBooks accounting software, reconciles accounts, generates, stores, and distributes financial reports. The Administrative Coordinator also performs basic human resources functions, provides operational support, and supports the Executive Director in performing other administrative duties as needed.

Primary duties include but are not limited to:

 Transactional Processing

a. Daily deposits. Record daily cash receipts as needed by the business office. Stamp and copy checks, record gifts into donor software, and make deposits.

b. Process payables. Collect invoices authorized for payment by managers and directors, and record payables into accounting software. Generate weekly A/P aging and route to Executive Director for approval to disburse funds. Generate payable checks, route to Executive Director for signatures, and prepare checks for mailing.

c. Process payroll. Collect time sheets and check for accuracy. Process and distribute direct deposit advices and manual payroll checks. Record and maintain Paid-time-off records.

d. File payroll tax returns. Prepare timely tax returns and payments for Federal tax deposit, State income tax withheld, State sales tax, City tax withheld, School tax withheld, and Federal unemployment tax.

 Financial reporting

a. Reconcile and record daily cash receipts into Excel spreadsheets for each cash account and summarize by month.

b. Reconcile bank accounts and other general ledger accounts.

c. Generate, post, and document standard monthly journal entries.

d. Generate, review, and correct preliminary financial reports.

e. Generate and distribute final financial reports approved by Executive Director.

f. Coordinate annual financial audit and assist auditors as needed.

 Human Resources

a. Assist managers and directors in following personnel policies. Recommend policy changes as needed.

b. Audit and maintain personnel files for each employee.

c. Coordinate employee benefits, including maintaining health insurance enrollment, retirement contributions, and paid time off. Ensure employee payroll withholdings for voluntary benefits reflect authorized deductions.

d. Interface with employee benefit providers and insurance carriers. Organize open-enrollment month for employee benefit changes.

e. Maintain agency compliance with employment laws.

 Administrative Duties

a. Create, maintain, and update administrative forms for the organization.

b. Assist Executive Director in development and preparation of grant budgets. Collect and report financial data for grants received and grants made to others.

c. Assist Marketing & Development Coordinator with donor database.

d. Assist Directors and Coordinators with agency compliance with COA and OIG.

Minimum Job Requirements

 Experience using QuickBooks accounting software

 A working knowledge of accounting fundamentals and principles of human resource management

 Detail-oriented and well-organized

 Ability to think analytically and take initiative

Education and Experience

 High school diploma required; BS or BA degree in business administration, accounting, or related area preferred

 A minimum of three years of related office experience required

 Experience in full charge bookkeeping preferred

 Non-profit experience preferred

Special Requirements

Individuals recommended for employment will be required to submit to relevant background checks.

Job Type: Part-time

Pay: $20.00 - $25.00 per hour

Expected hours: 20 per week

Work Location: In person

Salary : $20 - $25