Relationships:

Reports to: Executive Director
Subordinate staff: None

SummaryThe Office Administrator is a vital member of our organization, responsible for providing administrative support to the Executive Director and ensuring the smooth functioning of our office. This role is crucial in maintaining an effective working environment and supporting all departments. This position will perform various administrative and financial tasks including monitoring accounts payable and receivable and database entry. The Office Administrator will also be responsible for managing and updating our Customer Relations Management Database (CRM) to ensure accurate and up-to-date information and that donors are thanked in a timely manner.

Knowledge, Skills and Abilities:

• Strong computer skills with an emphasis upon the area of database management
• Familiarity with budgeting processes and basic accounting principles
• Strong verbal and written communication skills
• Must be friendly, courteous, comfortable dealing with families going through difficult situations, reliable, able to work independently, a self starter, able to multitask, detail oriented, and organized, and take initiative
• Computer proficiency, including Google Workspace, and experience with a Customer Relationship Management Database, ideally Giveffect
• Be able to represent the organization in a professional manner
• Ability to work occasional evenings and weekends according to the organization’s event calendar
• Must have reliable transportation and be able to make weekly trips to/from the bank, post office, etc.
• Passion for our mission and a genuine desire to make a difference in the lives of others

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 stand; walk; lift. The employee must frequently lift and/or move up to 25 pounds.

Responsibilities and Duties:

Administrative

• Manage inventory and ordering of office supplies
• Manage contracts and maintenance of office equipment
• Open and distribute mail
• Maintain all electronic and physical filing systems. Including retention
• Provide administrative support to senior leadership staff as needed
• Weekly bank and post office trips
• Answer phones and doors as necessary
• Assist volunteers and guest families as necessary
• Assist with the development and implementation of office-wide systems and processes to improve efficiency and productivity

Financials

• Deposit checks using a remote scanner
• Maintain bookkeeping related to cash receipts and revenue/expenses
• Maintain bookkeeping related to credit card receipts
• Manage accounts payables (cutting checks, ACH payments, auto pay bills)
• Assist in preparation of financial reports and statements – monthly, quarterly and annually
• Assist Senior Leadership team with CPA firm and not-for-profit auditors on an annual basis

Database and IT Support

• Data Entry of offline donations and thank you correspondence
• Update and maintain database and constituent records
• Provide feedback through database support and office to improve processes with the database
• Work with our IT company to set up computers and troubleshoot
• Ensure confidentiality of CRM data, including addresses and donor records
• Monitor processes and procedures relating to gift entry, acknowledgments, and other fundraising operations and inform changes that lead to effectiveness and efficiency

Executive Support

• Coordinate all aspects of in-House meetings and networking events, including invitations, program, food & beverage
• Maintain all administrative tasks (computer tracking, renewals, correspondence) associated with fund development programs; Monthly giving, namings, planned giving, etc.

Language Skills:

• Ability to write and update reports and business correspondence
• Ability to effectively present information and respond to questions from various constituent groups, including staff and board members
• Spanish-speaking abilities are a plus

Special Projects:

Other specific projects as deemed appropriate by the Senior Leadership Team

Statements included in this description are intended to reflect in general the duties and responsibilities of this classification and are not to be interpreted as being all inclusive.

Qualifications:

• Bachelor’s degree in Business Administration, Communications, or related field preferred
• Proven experience in office management or administrative roles
• Knowledge of nonprofit organizations and fundraising principles preferred
• Exceptional organizational and multitasking abilities
• Proficiency in Microsoft Office Suite and Google Workspace and other relevant software applications
• Strong attention to detail and accuracy in data entry and financial transactions
• Excellent communication skills, both written and verbal
• Ability to adapt to changing priorities and work effectively in a fast-paced environment
• Compassionate and empathetic demeanor, with a commitment to serving others
• Flexibility to occasionally work evenings or weekends for special events or projects

Equal Opportunity Employment Statement

RMHGHV is committed to equal employment opportunity both in principle and in fact. All employment decisions including, without limitation, decisions regarding recruitment, selection, hiring, compensation, benefits, training, advancement, discipline, termination, layoff, return from layoff, and other terms, conditions and privileges of employment, are based on individual qualifications, without regard to race, color, religion, national origin, sex, age, disability, sexual orientation, marital status or any other status not listed here protected by law.

Job Type: Part-time

Pay: $24.00 - $28.00 per hour

Expected hours: 28 – 32 per week

Benefits:

• Flexible schedule

Schedule:

• Day shift
• Monday to Friday

Experience:

• Google Suite: 1 year (Required)
• Database: 1 year (Required)

Ability to Commute:

• Valhalla, NY 10595 (Required)

Ability to Relocate:

• Valhalla, NY 10595: Relocate before starting work (Required)

Work Location: In person