Administrative Officer

JOB TITLE: Administative Officer

REPORTS TO: Finance Director

SUPERVISES: n/a

DESCRIPTION STATUS: Hourly

HOURS: Full Time M-F 8:30am-4:30pm

LOCATION: 417 Barrow Sreet, Anchorage

POSITION SUMMARY

Partners for Progress seeks a highly organized, self motivated and hardworking multi-tasker with strong communication skills and a positive attitude. Partners for Progress is a Social Justice Non-Profit. The Administrative Officer is a key position as part of the team that operates a busy reentry program in downtown Anchorage and supports Therapeutic Courts statewide. Team members support each other with the goal of providing program and participant support. This is accomplished in a manner that is welcoming and mutually respectful. Main duties are Data Management, Human Resources, Accounting support, Board of Director support, Office Management, and Outreach. The Administrative Officer organizes, coordinates and carry’s out administration duties to facilitate organizational effectiveness and efficiency.

Duties include a broad range of functions including maintaining all required organizational documents and schedules, managing organizational filing systems, coordinating, and supervising the work of volunteers, data entry into various databases, Website and Social Media management, outreach to develop donor and community relations, tracking and managing donations, developing and managing outreach activities, and other administrative support needs. The ideal candidate will have strong attention to detail, be adaptable to change, have excellent follow-through, and is an energetic professional who enjoys multi-tasking.

JOB DUTIES:

1. Accounting Support:

• Responsible for weekly Accounts Payable functions ensuring checks are processed timely and accurately each week by collecting all invoices, accurately coding and routing for approval, entering into Accounting System, printing checks and matching backup, routing for signature, copying then mailing out checks each week.
  
• Responsible for bi-weekly payroll. Collect timesheets bi-weekly, calculate, and code for grant allocation, enter all timesheets accurately. Route for review and Finance Director approval ensuring payroll file is complete and accurate.
  
• Manage and maintain purchasing system for PFP, ensuring proper purchase requests and coding. Routinely seeks out best pricing on office supplies. Do weekly purchasing via online, phone order or shopping in person for supplies. Ensure all receipts are printed and coded at time of purchase.
  
• Compile and audit all credit card receipts to credit card statements on a monthly basis, ensure proper coding and enter into accounting system.
  
• Maintain all physical and network accounting files utilizing proper procedures. Files include but are not limited to vendor, journal entries, check copies, contracts, donor and personnel files.
  
• Ensure donors receive donation receipts and thank you letters/cards in a timely manner.
  

2. Human Resources:

• Prepare and manage all recruitments for open positions for Partners for Progress including advertising, conduct all reference checks and document, setup and coordinate all interviews, conduct all applicant notifications.
  
• Prepare and process all new hires including all required documents; hire letters, PANs, W4s, I9s, resumes, reference checks and all related forms. Conduct all new hire orientations and document, setup and maintain all personnel files utilizing proper file procedures. Maintain all employee training certificates.
  
• Coordinate and facilitate all required background checks incuding managing the State of Alaska Background Check Program, creating new records, and processing all fingerprint cards in a timely manner.
  
• Enroll and track all employee benefits such as SIMPLE IRA plan.
  
• Prepare and process all employee separations.
  
• Develop and maintain all PFP Job Descriptions.
  
• Setup, coordinate and facilitate all required employee training such as annual HIPPA training. Ensure all training is on company calendar.
  
• Ensure all required employment and insurance notices are posted at PFP offices.
  

3. Data and File Management:

• Enter, manage, and maintain all participant data in the Alaska Housing Management Information System used by HUD, (AKHMIS). Enter, manage, and maintain data in various other databases as needed such as AKAIMS and PRC Database. Ensure participant records are accurate, complete, and entered timely.
  
• Conduct monthly audits of clients in accounting system compared to clients in AKHMIS or other required program databases.
  
• Maintain all hard copy files of intake forms utilizing proper filing procedures.
  
• File, manage and maintain all organizational file systems and binders including accounting, personnel, contract, and vendor files utilizing proper filing procedures.
  
• Maintain current year files, prior year files and archive/box older files for storage at PFP storage facilities properly marking boxes with contents, dates, and department. Arrange for transport of all archived materials to storage facility. Maintain inventory of all archived documents at storage facility, purging as necessary.
  

4. Board Support:

• Coordinate all board of director meetings, arrange for lunch, ensure board room is prepared and clean prior to all meetings.
  
• Prepare board packets, do notices and manage zoom meetings.
  
• Record, transcribe and maintain all board of director meeting minutes in a timely manner.
  
• Maintain an accurate board of director list.
  

5. Office Management:

• Maintain inventory of all office supplies and materials; check inventory on a weekly basis and do supply orders once per week. Ensure staff name and coding is on each purchase request, ensure requests are approved. Order online when possible.
  
• Manage, keep updated and maintain Partners for Progress Website. Ensure employees are updated in a timely manner on website. Post to and maintain all PFP Social Media platforms.
  
• Ability to run errands for the company such as bank deposits and purchasing when needed.
  
• Maintain PFP Google Calendar and email groups - schedule training, meetings, workshops, and staff events with descriptions and links. Keep email groups updated adding all new staff and training on use of electronic calendar systems.
  
• Maintain all PFP memberships ie: SHRM, NADCP, PickClickGive, Foraker, annually and timely.
  
• Research, coordinate and book travel for all PFP staff and board members to include hotel, airtravel, transportation and calculating perdiem. Manage PFP Alaska Air Mileage Plan Account.
  
• Maintain Organizational documents including Staff Contact lists, Mailing lists, Organizational Charts, and Facility Space Charts.
  
• Maintain all Logo work and ensure consistency in use organization wide. Maintain all PFP forms,
  

letterhead, brochures, and business cards. Design and produce signs, banners and other media

and outreach products as needed.

MINIMUM QUALIFICATIONS:

• Associate degree in business, accounting or related field
  
• Two (2) years� experience providing office management, accounting or comparable work.
  
• A combination of experience and education/training that demonstrates ability to perform all duties of position may be considered.
  
• Advanced ability with all programs in MS Suite including Excel, Word, Access, PowerPoint and other databases; AKHMIS, UNITY, AKAIMS.
  
• Openness to technical direction and ability to follow direction and accept constructive feedback.
  

Communication*: Excellent verbal and written communication, spelling, and composition skills. An ability to communicate with people from a variety of cultural and socioeconomic backgrounds. Strong interpersonal skills and the ability to work with differing styles of communication across a diverse team. Professional demeanor in-person, electronically and over the phone.
Mission-driven:* Desire to join a dedicated and ambitious staff that is passionate about helping people recover through client-centered strategy.
Reliability:* Ability to thrive under pressure, consistently meeting expectations and commitments on tight deadlines, all while managing a variety of tasks and relationships in an efficient and meticulous manner.
Active listening:* Demonstrated ability to actively listen and retain information by giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
Teamwork:* Ability to work collaboratively in a team environment. Ability to effectively communicate with supervisors, peers, or external partners in a professional, cooperative, and positive manner. Ability to establish and maintain interpersonal relationships with co-workers.
Flexibility:* Ability to adapt to entrepreneurial culture and complete goals in a complex and changing environment. Demonstrated collaboration skills in high-stress environments.
Project and time management:* Excellent attention to detail, organizational skills, and the ability to manage multiple projects simultaneously. Ability to manage time effectively, adhere to work hours, and work independently, completing assigned tasks in a timely manner.
Critical thinking:* Ability to quickly grasp concepts and apply them to solve complex social problems. Demonstrated critical thinking and ability in identifying complex problems and reviewing related information to develop and evaluate options and implement solutions. Ability to learn new skills and technology as needed.

• Adherence to all required confidentiality policies and procedures including human resources and HIPPA.
  

OTHER JOB REQUIREMENTS:

All members of the workforce will be expected to demonstrate a commitment to Partners for Progress’s vision and mission and consistently demonstrate its values in all areas of their work. Moreover, everyone is expected to demonstrate collaboration and teamwork, accept direction, feedback and coaching, and prove themselves to be a reliable and consistent resource to clients and colleagues.

Must possess a current, valid Driver’s License with a clean driving record, and be able to pass local, state, and federal background checks. Access to reliable, insured vehicle to be used for work related travel in the Anchorage area; vehicle insurance must meet minimum State of Alaska requirements. While performing the duties of this job, the employee is regularly required to talk and hear. This position requires standing, walking, bending, kneeling, stooping, crouching. The employee must be able to lift and/or move items up to 25 pounds.

Partners for Progress is an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, national origin, religion, disability, protected veteran status or any other legal protected status.

This Job Description reflects Partners for Progress’s best effort to describe the essential functions and qualifications of the job described. It is not an exhaustive statement of all the duties, responsibilities, or qualifications of the job. This is not intended to be a contract. Your signature indicates you have read this Job Description, that you understand and attest that you can fulfill the requiements and qualifications of this position.

Send resume with 3 professional references to dschenk@pfpalaska.org.

Job Type: Full-time

Pay: $45,760.00 - $52,000.00 per year

Benefits:

• Paid jury duty
  
• Paid time off
  
• Retirement plan
  

People with a criminal record are encouraged to apply

Application Question(s):

• Please include 3 professional references with your resume.
  

Work Location: In person