Office Administrator - SAFER FOUNDATION

The Safer Foundation is a social service provider to individuals with arrest and conviction records. Through a full range of services, including case management, educational instruction and advocacy, we focus on preparing individuals for the world of work by helping them find and keep productive and meaningful employment.

General Summary:

The Office Administrator QC is responsible for providing administrative support to the Director QC and support functions to all QC staff/programs. This support includes reports generation, word processing, copying documents, filing, making travel arrangements for QC staff as needed, performing HR on-boarding tasks (new hire paperwork), assistance in reconciling month end petty cash and AMEX reporting, acting as primary liaison with Safer MIS, oversight of QC office equipment, leases, and associated maintenance contracts, and communicating with Safer advisory board for meeting notices including preparation of quarterly meeting minutes. The position is responsible for ordering and purchasing resources and supplies for all QC locations, preparing purchase orders and tracking monthly financial reports against budget. The position also acts as the receptionist for the main office, answering phones and directing visitors in the building. The Office Administrator reports to the Assistant Director QC. The position is funded through multiple funding contracts.

Performance Results Description

The Position is properly performed when all essential duties and responsibilities are executed by following the Safer Values.

Exceeding Expectations, Communication and Collaboration, Integrity and Evidence Based Innovation.

Essential Duties and Responsibilities:

Stakeholder Interface and Service

• Performs reception duties for main office; routes calls/visitors to appropriate parties. Handles inbound calls, taking messages and fielding answers to routine and non-routine questions. Refers individuals to appropriate resources if ineligible for Safer services or connects with appropriate staff member to assist. Must have thorough knowledge and understanding of Safer QC programs, as well as community partners and resources most relied upon to serve these individuals.
• Schedule and organize meetings, travel, conferences and activities for QC employees.
• Correctly routes mail for staff at main office. Opens mail for the Director QC in their absence and follows up on any item needing attention including copying and forwarding funder checks to corporate office, preparing acknowledgment letters, etc.
• Works independently and within a team on special nonrecurring and ongoing projects including annual fundraisers.
• Oversees the purchasing of resources/supplies/equipment for all QC locations, preparing purchase orders in a timely manner and in accordance with approved accounting procedures.
• Meets with all new employees to complete HR/payroll forms, makes copies of necessary documentation and forwards to HR for personnel file. Prepares local employee file and updates contact lists, organizational charts, etc.
• Travels locally to purchase needed supplies, deliver grants to area funders by deadline, prepare outgoing mail/arrange for delivery service, etc.
• Recruits, coordinates and manages volunteers through existing and new channels.
• Acts as liaison with Safer MIS and troubleshoot/assist with any technical difficulties staff may encounter. Prepare work tickets as necessary. Assist in set up of computer equipment; install printers with assistance of IT department and provide on-going computer support to staff. Ensure computers are tagged and added to inventory. Complete computer disposal forms as needed.
• Assist in interdepartmental communication between Quad Cities staff and functional departments, i.e., IT, human resources, accounting, etc.

Tracking, Document, and Reporting

• Types and designs general correspondences, memos, charts, tables, flyers, graphs, reports, etc. Proofreads copy for spelling, grammar, and layout, making appropriate changes as needed.
• Maintain monthly expense reports, petty cash, and supply spending on Excel spreadsheet to aid in annual budget preparation.
• Reconcile and prepare month end petty cash and AMEX reports for review/approval by Director QC.
• Track all maintenance contracts for equipment (copy machines, Internet, phones, etc.) and alerts supervisor when leases are up for renewal. Communicates with vendors on service renewals or when service is needed due to repairs. Approves invoices for payment at request of purchasing department.
• Assist with minor hardware troubleshooting as able at local offices.
• Maintain local inventory list, update and add new equipment/computers as needed. Provide updated list to Purchasing annually as requested.
• Maintain database of donors, donations and contributions to Safer QC and the subsequent spending or distribution of funds by appropriate cost center. Generates related appropriate letters of appreciation.
• Works with assistant director to grow and manage list of local donor and potential donor individuals, service agencies and foundations.
• Tracks staff SEU achievement.

Required Knowledge, Skills and Abilities:

Knowledge of business writing and an excellent command of the English language.

Knowledge of secretarial, office administrative procedures, and use and operation of standard office equipment.

Knowledge of a variety of computer software applications in word processing, spreadsheets, database, etc.

Ability to handle sensitive and confidential situations requiring demonstrated poise, tact and diplomacy.

Education and Experience:

Associate’s degree in Secretarial Science, Business or related discipline

Three years related experience

Safer Foundation is a drug-free workplace.

Equal Opportunity Employer/Affirmative Action/Minorities/Females/Veterans

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No Phone Calls Please