Duo Dogs, Inc
Summary: The Office Administrator is responsible for management of Duo’s financial transactions and record keeping, while providing general administrative and clerical support for the organization. Primary job responsibilities include collection and accounting of Duo’s revenues and expenses. This position reports to the Director of Operations.
Employee Standard To be followed by all employees of Duo Dogs, Inc.
-Successfully complete background check
-Abide by all policies and procedures of Duo Dogs
-Perform all duties of this position in a timely and professional manner
-Demonstrate the highest professionalism in all interactions with other staff, clients, volunteers, donors, contractors and any others involved with Duo
-Understands and supports the organization’s mission, philosophy and vision
DUTIES AND RESPONSIBILITIES:
-Tracks and accurately accounts for disbursement of funds in accordance with stated requirements -Accurately records all donations; cash, stock, and in-kind, and applies restrictions where applicable
-Maintains the financial records for accounts receivable and accounts payable
-Adheres to all policies and procedures regarding employees and the Financial Controls Policy
-Keeps the Director of Operations and/or the Executive Director informed of financial situations, which warrant administrative attention/ awareness
-Collaborates with the Director of Operations to ensure Duo is meeting all state, federal, and local guidelines/laws for effective fiscal management
-Works with the Director of Operations and Accountant to assemble required reporting and documents for the annual audit performed by an external accounting firm
-Oversee generation of mail gift receipts and letters to donors within acceptable time periods
-Manage and reply to incoming requests in a timely manner
-Maintain inventory of office supplies and equipment ordering additional supplies as needed
-Organize projects for reception area volunteers and staff
-Process, account for, and distribute mail on a daily basis
-Participates in educational activities, which promote professional growth and development of new ideas for fiscal management, as funding is available
-Performs other duties as assigned by supervisor
QUALIFICATIONS: Prefer the Office Administrator have a two (2) year degree from an accredited college or junior college, a minimum two (2) years of progressive experience in non-for-profit accounting, or a minimum of two (2) years in a small and/or business environment utilizing QuickBooks software. Proficient with Microsoft applications: Word, Excel, Outlook, and business forms.
Strong organizational skills: able to set up and maintain files, process mail, develop schedule, and assist staff in a variety of tasks.
Must be able to lift and carry a minimum of twenty-five (25) pounds.
WORK HOURS: This is a full-time hourly position scheduled at 40 hours per week. The work schedule may include some evenings and weekends.
Unique Skills or Abilities: Knowledge of Assistance Dogs International standards for assistance dog programs and standards. Ability to instruct individuals with a variety of backgrounds and skill levels. Ability to learn and manage a variety of administrative processes. Ability to work independently and as part of a team as situations dictate. In addition, the individual must have the ability to communicate effectively with a diverse range of people.
Special Personality Traits: Able to work with staff and volunteers diplomatically, while showing a high degree of professionalism. Honest, aptitude for financial controls, flexible, and hard working. Willingness to accept and adapt change, reorder priorities, manage several projects simultaneously, and work as a team member. Able to maintain complete confidentiality. Internal and external customer oriented. Detail oriented, able to organize and prioritize, and complete tasks with an assigned timeframe. Ability to communicate both orally and in written form in a positive, effective manner.
Degree of Responsibility or Supervision: Ability to perform accurately and efficiently under pressure in multifaceted role. Must work independently to produce results that meet deadlines. Reports directly to Director of Operations and works closely with Executive Director in preparing and monitoring the organization’s budget as well as management of financial activities of Duo Dogs, Inc.
The statements presented in this job description are intended to describe the general nature and level of work to be performed by an individual assigned to this position. These statements do not constitute an inclusive list of duties and responsibilities associated with this position.
Resumes and cover letters should be emailed to info@duodogs.org.
