Admin Coordinator

POSITION SUMMARY

The Admin Coordinator will be responsible for the accurate processing of accounts receivable and accounts payable, including coding, reviewing, and posting invoices. In addition to accounting duties, the Admin Coordinator will collect submitted volunteer information for background checks and setup new volunteer quarterly face-to-face meetings and maintain information in appropriate database. Coordinates with volunteer groups who desire to lead service projects at The WellHouse.

ESSENTIAL FUNCTIONS

ACCOUNTING

• Obtain appropriate invoice approvals to complete the payment process.
• Assign appropriate general ledger accounting codes on invoice and enter into the accounting system.
• Assist with vendor onboarding, obtain documentation and input in accounting system
• Audit and process expense reports for processing.
• Reconcile vendor’s monthly statements to open/closed invoices.
• Investigate and resolve invoicing and payment discrepancies.
• Prepare and scan required accounting documents for grant purposes, as needed
• Assist in processing AP checks – backup documentation to accompany check and ready for mailing.
• Assist in posting Journal Entries as needed and requested by the Office Manager.
• Assist in preparation of accounting reports.
• Enter cash receipts.
• Setup new donors in the accounting system
• Complete data input timely and accurately so that relevant information is updated appropriately within the system.
• Demonstrates good judgement and decisiveness and develops effective priorities for self and TWH.
• Follows company policies, procedures and management direction to allow timely completion of assigned tasks and meet work demands.
• Represent the principles of TWH in all interactions with individuals internal and external about program services.

VOLUNTEER

• Retrieve applications from database.
• Conduct background check.
• Set up a quarterly face to face training and advise those who completed volunteer training online and passed background checks of those dates so they can attend one.
• In coordination with the CEO, set-up and reserve training dates for face-to-face volunteer training.
• Advise WellHouse Woman Program Director when volunteers are trained and available, their contact information and which category they desire to serve.
• Coordinates with volunteer groups who desire to lead service projects and ensures that WellHouse Woman Program Director is apprised of their availability and assists with scheduling.
• Maintains contact with volunteers on a regular basis to include returning phone calls and emails from volunteers in a timely manner.
• Assists CEO with mentor training and matching with residents in coordination with the WellHouse Woman Program Director.

ADDITIONAL DUTIES AND RESPONSIBILITIES

• Carries out administrative duties such as filing, typing, copying, scanning, etc. 
• Maintain and order supplies.
• Assists with meetings and ordering lunch for meetings.
• Assists with building and vehicle maintenance requests as directed by the Office Manager.
• Helps keep the Admin Building orderly and professional in appearance.
• Assists with the sorting and processing of mail.
• Assists with inventories—including gift cards, equipment and keys.
• Assists with maintaining current sales tax exemption certificates for vendors.
• Makes recommendations for process improvements, administrative changes, or new initiatives.
• All other duties as required and assigned by Office Manager.

KNOWLEDGE, SKILLS AND ABILITIES:

1. Strong judgment and critical thinking skills.
2. Ability to maintain professional boundaries with rescues, residents, volunteers, stakeholders, donors, guests, and other WellHouse staff.
3. Must possess effective reading comprehension skills.
4. Must possess strong customer service skills (courteous, friendly, etc.). Requires the ability to identify and solve problems in a calm, logical manner. Problem solving will include cooperative efforts with the rescues, residents, volunteers, stakeholders, donors, guests, and other WellHouse Child staff.
5. Demonstrated organizational skills, with the ability to manage crisis, deescalate individuals, foster teamwork; multi-task; adapt quickly to change; and the ability to integrate the organization’s mission with required tasks, residents and rescues. 
6. Excellent interpersonal and communication skills, including the ability to write and speak clearly and effectively, and to listen attentively. 
7. Highly motivated, organized, and display mature judgement.
8. Demonstrated ability to comply with policies and procedures; uses proven sound judgement and discretion with sensitive information. 
9. Ability to work independently. 
10. Must be ethical (honest, responsible, accountable, demonstrates integrity).
11. Ability to work respectfully, non-judgmentally, and professionally with diverse groups of people and various populations in a culturally competent manner. This includes internal and external interactions. 
12. Must be adaptable (open to feedback, change, new ideas) and be flexible in job tasks within a team format. 
13. Ability to be flexible in working hours to address emergency situations, shift coverage, meetings, and various organizational priorities.
14. Must maintain eligibility requirements for The WellHouse vehicle insurance coverage. Requires a current and valid unencumbered driver’s license. 15. Must respect and advance The WellHouse mission.

EDUCATION, EXPERIENCE, AND OTHER REQUIREMENTS

• Associates Degree in Accounting/Finance or related discipline is desired or education equivalency will be considered i.e. - bookkeeping experience.
• 1-2 years of recent accounting experience.
• Strong analytical skills are required; attention to detail is a must.
• Experience with accounting applications. 
• Minimum of 2 years of experience in an office environment in a similar role.
• Ability to efficiently use Microsoft applications, email, phone, fax, scan, mail, etc. 
• Excellent typing and numeric key entry skills are required. 
• Knowledge of database software, spreadsheets, and word processing is required. 
• Good spelling, grammar, and punctuation skills are necessary, as well as strong reading comprehension. 

Reasonable Accommodations Statement - To accomplish this job successfully, an individual must be able to

perform, with or without reasonable accommodation, each essential function satisfactorily. Reasonable

accommodations may be made to help enable qualified individuals with disabilities to perform the essential

functions.

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. Reasonable accommodations may be

made to enable individuals with disabilities to perform the essential functions. While performing the duties of this

job, the employee maybe required to travel independently and to talk or hear and to use hands to finger, handle,

or feel. The employee is frequently required to sit and reach with hands and arms. The employee is occasionally

required to stand; walk and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or transport

up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision,

peripheral vision, depth perception and ability to adjust focus. The company will comply with all requirements

of the American with Disabilities Act (ADA).