Operations & Finance Assistant

ORGANIZATION OVERVIEW:

Face to Face Health and Counseling is a non-profit organization dedicated to advancing economic and health equity for youth ages 1124. We do this work through a comprehensive approach that includes housing mental health medical youth justice education & employment and community services. We take a strengths-based and trauma-informed approach to our work and center the needs of young people impacted by racism and other forms of oppression and marginalization. Founded in 1972 Face to Face serves more than 3000 youth annually.

JOB SUMMARY:

The Operations and Finance Assistant plays a key role in ensuring the effective day-to-day functioning of both administrative and financial systems across the organization. This position provides comprehensive support in human resources facilities IT and finance while also assisting with project management and organizational initiatives. Responsibilities include maintaining employee records supporting onboarding and staff training managing office and operational supplies and assisting with payroll and financial processes.

RESPONSIBILITIES:

• Maintain and update employee records both electronically and in hard copy.
• Prepare and post job listings for open positions.
• Support onboarding of new hires including scheduling preparing paperwork ordering supplies and creating door tags and ID badges.
• Maintain inventory of staff cell phones parking passes entry badges keys software licenses and other supplies.
• Assist with conducting inventories of gift cards bus cards and petty cash on a monthly or quarterly basis.
• Oversee monthly compliance training for staff including scheduling sending notices and reminders and updating employee records.
• Maintain inventory and order office and facilities supplies for the organization.
• Review and code operational invoices for COO approval.
• Review employee timesheets in preparation for payroll processing.
• Provide project management support for operational and finance projects (e.g. implementation of new software).
• Assist with external invoices by scanning all supporting documentation and filing appropriately.
• Assist with day-to-day financial operations including accounts payable accounts receivable to include data entry disbursements filing scanning and copying.
• Assist in preparing documentation for audits grant compliance reviews and financial reporting.
• Schedule meetings prepare agendas and take meeting minutes as requested.
• Liaise with vendors volunteers interns and staff on operations and finance matters as directed.
• Assist Leadership Team in planning and preparing staff training and appreciation events.
• Maintain org-wide Sharepoint site ensuring it is up to date with policies forms and employee resources as needed.
• Support the IT Coordinator as needed (e.g. org-wide software updates copier ink maintenance)
• Provides all services guided by the evidence-based principles for helping youth overcome homelessness; and
• Perform general administrative duties and ad hoc tasks as assigned.

QUALIFICATIONS:

• High school diploma or equivalent required; associate or bachelors degree in human resources Accounting Bookkeeping or related field preferred.
• Proven experience in an administrative coordination or operations support role; accounting experience a plus.
• Proficient in Microsoft Office including Word Excel PowerPoint and Sharepoint.
• Ability to maintain absolute confidentiality on employee and financial topics.
• Strong attention to detail and accuracy.
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal skills.
• Ability to work independently and collaboratively.
• Demonstrated ability to work and communicate effectively with people of diverse ethnic economic racial and cultural backgrounds.

Dont meet every single requirement Studies have shown that women and people of color are less likely to apply to jobs unless they meet every single qualification. At Face to Face we are dedicated to building a diverse inclusive and authentic workplace so if youre excited about this role but your past experience doesnt align perfectly with every qualification in the job description we encourage you to apply anyway. You may be just the right candidate for this or other roles.

LOCATION:

Essential Onsite Flex This role requires the employee to be onsite with the possibility of some specific and limited remote hours. Employees are required to be fully on site during the initial 3-month training period.

PHYSICAL DEMANDS AND WORKING CONDITIONS:

• Ability to perform the duties outlined in the job description.
• Ability to perform duties and responsibilities typical of an office environment.
• Ability to work at a desk for several hours at a time.
• Ability to lift up to 20 lbs.

Appropriate accommodation for physical demands will be made for individuals with disabilities.

PAY & BENEFITS:

The pay rate for this position is between $26.50 and $27.50 per hour based on qualifications.

Face to Face offers benefits which include health dental short-term disability long-term disability life insurance 403b account (3% employer match) as well as 23 days of PTO and 11 paid holidays.

This position is part of a unionized bargaining group represented by SEIU Healthcare MN & IA. As part of a unionized environment employees in this role may be required to join the union or pay union dues.

Face to Face is an Affirmative Action/Equal Opportunity Employer. Diverse groups including persons of color people with disabilities and the LGBTQ community are encouraged to apply. Former clients are also encouraged to apply.