Executive Office Administrator

Job Title: Executive Office Administrator

Reports to: Executive Director

Objective: The Executive Office Administrator is primarily responsible for providing administrative and project support to the executive director basic bookkeeping and administrative tasks facilities and IT management and compliance.

Position Type and Hours: Non-exempt hourly full-time.

Duties & Responsibilities:

Facilities Management and IT Support (35% of time)

• Maintaining maintenance contracts with vendors by reviewing and renewing contracts after approval; collecting bids and hiring new contractors.
• Ensuring the proper functioning of facility systems (such as elevator backflow and sprinkler system) by scheduling annual inspections.
• Troubleshooting basic maintenance and technical issues by coordinating repairs and problem-solving repair solutions with the facilities assistant.
• Serving as a point of contact for the alarm company by answering phone calls related to alarm events scheduling repairs updating the on-call contact list weekly and troubleshooting alarm issues.
• Contacting the IT company or utility companies when more complex issues arise by coordinating repairs and updates with tech vendors as needed.
• Maintaining IT inventory by purchasing computers monitors and accessories as needed and updating the IT inventory spreadsheet.

Purchasing Clerical and Bookkeeping (35% of time)

• Performing basic bookkeeping duties by ensuring smooth AP/AR processes; liaising with third-party accountants/bookkeepers printing checks and assisting with submission of check requests.
• Ensuring accounting procedures are followed by maintaining accurate SOPs providing support to staff in following processes and procedures; seeking presenting and implementing opportunities for improvements.
• Managing and maintaining supply inventory by purchasing shelter supplies online or at local stores based on usage and current needs of the shelter; ensuring adequate inventory levels of frequently used supplies; cultivating relationships with supply vendors and finding the most competitive prices; receiving and unpacking supply orders and distributing/stocking them as needed; fielding staff and volunteer supply requests and purchasing as needed.
• Overseeing shelter mail by distributing incoming mail taking outgoing mail to the post office or mailbox as needed tallying donation checks daily running required postage meter updates and ensuring the meter always has adequate postage funds.
• Managing petty cash by monitoring supply and going to the bank to restock if necessary and making sure the petty cash tracking log is up-to-date and accurate.
• Maintaining accounting files by keeping the storage area organized by year and by department removing old files on a yearly basis having them shredded and bringing files to and from storage as needed.

Assistant to the Executive Director (30% of time)

• Managing calendar supporting communications and assisting with organization by scheduling meetings and coordinating with contacts via phone or other devices and creating and maintaining accurate and effective systems for managing information and materials.
• Performing or assisting with facilitating routine administrative processes and annual tasks related to banking estate settlement and compliance with legal requirements.
• Supporting communication with the board of directors and assisting with the preparation of bi-monthly board meeting packets as well as other materials and communication related to CATs board and various committees.
• Supporting the executive director by assisting them with additional tasks related to presentations projects meetings and events etc.
• Providing administrative support for other staff or departments at the executive directors direction.

Knowledge Skills Abilities:

Knowledge

• Workplace safety regulations
• Computer programs including QuickBooks Microsoft Office and Google Suite

Skills

• Excellent organization skills and attention to detail
• Communicate effectively in person and in writing
• Analyze and solve problems effectively
• Input data precisely
• Work independently with little direction or supervision
• Troubleshoot IT issues
• Operate standard office equipment including computers copy machines and telephone systems.
• Operate a motor vehicle

Abilities

• Work cooperatively within a team environment
• Maintain confidentiality of sensitive information
• Develop and maintain relationships with board members vendors and other stakeholders
• Take initiative

Qualifications and Experience:

Necessary

• High school diploma or equivalent
• 1-2 years of relevant professional experience

Preferred

• Associates degree
• 2-3 years of experience as an office manager and/or bookkeeper
• Previous experience working within a volunteer organization or animal shelter

Mental Effort: This position has a variety of tasks and the job holder must decide which tasks to complete as well as the order in which the tasks must be completed. Many of the tasks are routine but the job holder may occasionally encounter issues or variations from the norm which require troubleshooting and/or new ways of thinking/performing a task. Additionally this position requires the job holder to manage details changing priorities and workflow interruptions.

Physical Requirements and Work Environment:

Physical Requirements

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential job functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Move and/or transport items up to 50 pounds (assisted or unassisted)
• Position oneself at various levels to successfully carry out the essential functions of the job
• Communicate effectively with other staff volunteers clients and members of the public by email phone or in person
• Navigate the shelter and building
• Read and keep accurate records/files
• Work on a computer and use various software programs
• Operate office equipment such as a copy and fax machine printer scanner and multi-line telephone

Work Environment

Work in this position is performed within an office setting at an animal shelter. Typically the work environment is well-protected and free from hazards or obstacles. Job conditions are usually comfortable with only minimal issues of confinement temperature change noise smell interactions of a disagreeable nature exposure to contagious zoonotic disease emotional taxation due to the nature of animal welfare etc. Job conditions are occasionally uncomfortable relative to noise temperature smell and/or dirty conditions. With that said the worker may be occasionally exposed to the following:

• Distressed animals that put the worker at risk for injuries such as bites and scratches
• Animal urine animal feces animal vomit animal blood animal fur
• Medications used to treat animals
• Disinfecting agents such as bleach and Rescue

Pay Range: Position starts at $29-$31 per hour

*This position requires driving so the job holder must possess a valid drivers license and a clean driving record.

This position description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job related duties required by their supervisor. This document does not create an employment contract implied or otherwise other than an at-will relationship.

To Apply: Click the Apply button below. Please upload your resume to the application portal--a resume is required for consideration. If you are having any problems uploading your resume to the application portal please email your resume to and we can send you a list of the screener questions to answer.

PLEASE NOTE: There are required screener questions for this position that will replace a Cover Letter requirement.