Operations Administrator

JOB DESCRIPTION

The Operations Administrator is responsible for a variety of accounting duties and administrative tasks within Sonoma County Tourism operations. The main duties will be handling Accounts Payable and Accounts Receivable functions, policy review and adherence, administrative support for the VP Finance and Operations, general office support related to the phone system, liaison with outsourced IT company, daily mail, and office supplies. This role requires someone well organized, ability to problem solve, follow through on tasks and projects, able to multi-task and handle deadlines and efficient at administrative duties. The person needs to be well spoken, have great communication skills and able to work with confidential information. Due to the position’s essential job functions, this role will by hybrid but may require more in-office work than other positions depending on deadlines and tasks.

SCT Mission

Inspire overnight travel to Sonoma County that bolsters the region’s economy and encourages responsible stewardship of the community’s abundant resources.

SCT Vision

Sonoma County will be the premier destination in North America for responsible travelers who enjoy, protect and preserve the area’s bountiful natural and cultural resources.

Essential Duties & Responsibilities

• Accounting:

o Processing mail and routing invoices for approval

o Entering invoices into the accounting system and double-checking account coding

o Preparing weekly/bi-weekly check runs

o Filing invoices and checks

o Preparing partner invoices and tracking payments in Accounts Receivable module

o Preparing bank deposits

o Perform inventory accounts including reconciliation of items and managing of inventory tracking process

o Assist with benefit administration

• Administrative Support

o Prepare expense reports for VP Finance and Operations and VP Community Engagement

o Open, sort and organize incoming mail

o Answer calls and manage communication through main office phone number and emails.

o Liaise with outsourced IT company to ensure help desk tickets are being processed timely, and equipment set up

o Manage onboarding and offboarding of employees including technology and all aspects (distribution lists, access to programs, phone lists, etc)

o Learn and manage the info@ email address, monitoring and responding to or forwarding emails to responsible parties in a timely manner

o Manage office supplies including weekly ordering, reconciliation of deliveries to orders and invoices

o Review credit card expense reports to check adherence to travel policies and ensure timeliness and accuracy

o Liaise with building management regarding any maintenance issues or building concerns

Additional Duties & Responsibilities

• Provide support to VP, Finance and Operations as needed/requested

o Annual audit preparation including information request fulfillment

o Special projects as needed

• Assist Manger, Research and Data Systems with administrative functions

o Creating new partners and listings in the CRM

o Monitor Hospitality Hub inbox and assist partners with simple requests

o Assistance with gathering research on trends for monthly newsletters and presentations

• Other duties, as assigned

Supervisory Responsibilities

• This position has no supervisory responsibilities.

Required Education and/or Experience

• High school diploma (minimum) or Associate's degree or higher (preferred)
• 3-5 years’ experience in accounts payable, accounting or office administration or management
• Experience supporting multiple departments and/or functions (preferred)

Required Knowledge, Skills, & Abilities

• Basic accounting knowledge and experience working with bookkeeping software
• Strong working knowledge of Microsoft Office suite
• Aptitude for learning new programs
• Proven organizational and collaborative skills with demonstrated experience supporting multiple functions across an organization
• Strong communication skills across all mediums (in person, phone, and email)
• Ability to manage multiple and changing priorities while meeting deadlines
• Willingness to jump into projects and problem solve basic issues
• Ability to successfully follow through on tasks and projects
• Possesses good judgment including prioritizing and planning timely completion of tasks and projects.

Physical Requirements

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.

• Ability to lift up to 40 lbs. Frequently sits, stands, and walks. Occasionally twists/turns, bends, kneels, and reaches overhead. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.

Work Environment

• This job primary operates in a professional office environment
• Must have valid driver’s license and provide own transportation

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.