Administrative Director

Home Sweet Home is an Equal Opportunity employer committed to a diverse and inclusive workforce. We believe our team must reflect the diversity of the families we serve and a diverse team where everyone feels comfortable being themselves will be a long-term advantage. We actively seek out diversity and do not discriminate on the basis of race, religion, color, national origin, gender identity, sexual orientation, age, marital status, veteran status, education, or disability.

ADMINISTRATIVE DIRECTOR

Reports to: Executive Director

FLSA (Fair Standards Act) Status: Full-time; Non-Exempt

SUMMARY: The mission of Home Sweet Home is to give families a sense of pride and to improve the quality of their lives by providing basic household furnishings. Operating with Non-Profit Partners, Home Sweet Home clients are able to shop for furniture and household items and then those items are delivered to families in St. Louis city and St. Louis County.

We are seeking an Administrative Director who will play a pivotal role in ensuring the smooth operation of our organization. This person will hopefully have some experience in HR, basic bookkeeping, and employee benefit management while having impeccable communication skills, meticulous attention to detail, and the ability to operate independently.

In addition to financial duties, the Administrative Director will oversee a wide range of tasks essential for our organization’s success. From managing building maintenance to creating and managing Standard Operating Procedures (SOPs) for different departments, from coordinating employee onboarding to overseeing healthcare and benefits administration, this role requires a versatile and proactive individual who can handle diverse responsibilities with ease.

ESSENTIAL DUTIES AND RESPONSIBILITIES FOR ADMIN DIRECTOR

BOOKKEEPING RESPONSIBILITIES

Daily bookkeeping duties include completing data entry, collecting transactions, tracking debits, and maintaining and monitoring financial records (all coordinated with an outside CPA firm).

• Pay invoices
• Prepare miscellaneous invoices and maintain accounts receivable and grants receivable
• Input and control of all cash receipts
• Manage payroll provider and payroll processes
• Prepare all necessary account reports for grant compliance as well as track expenses
• Assist with year-end financial and audit preparation
• Other activities as assigned

BUILDING AND OPERATIONS OVERSIGHT

• Manages inventory of HSH merchandise
• Ensures operation of equipment by completing preventative maintenance requirements, calling for repairs, and maintaining equipment inventories
• Serve as the IT tech support role, helping to problem solve, find vendors when appropriate, and manage issues as they arise.

ADMINISTRATIVE OVERSIGHT AND GUIDANCE

• Provide ongoing administrative support to the Leadership Team to ensure the efficient operation of their departments
• Carries out administrative duties such as filing (digital and hard copy), copying, binding, scanning, and organizing the executive teams’ essential information
• Answers phone calls, schedules meetings, and coordinates on-site visitors/meetings for the executive team
• Exhibits polite and professional communication via phone, email, and mail
• Performs a variety of administrative and clerical tasks including ordering supplies, opening and distributing mail, and processing paperwork
• Assists with ordering and inventory management of employee uniforms, recognition awards, and anniversary gifts
• Assists with preparation for in-PERSON events, staff appreciation, annual team outing, holiday party, and meetings, etc. (e.g., order food, secure reservations, handle RSVPs, prepare meeting packets, etc.)
• Assists with correspondence to donors, vendors, volunteers, and other constituent groups
• Assists with donor recognition and stewardship tasks

MISCELLANEOUS DUTIES AND SPECIAL PROJECTS

Undertake various tasks and projects to support the organization’s operational efficiency, including but not limited to:

• Building maintenance oversight and coordination
• Maintaining Department of Transportation files and compliance
  Creating and managing Standard Operating Procedures (SOPs) for different departments
• Managing the employee onboarding process
• Managing healthcare and benefits administration

PROFESSIONAL STANDARDS

• Effectively share the Agency Mission and Values with staff and community
• Must possess excellent customer service skills
• Must have strong organization skills and a proven ability to handle multiple tasks in a busy environment
• Ability to meet deadlines, manage multiple projects, and attention to detail
• Hold themselves accountable; maintain consistency
• High level of integrity and demonstrated ability to handle sensitive and confidential information in a professional manner
• Ability to organize and prioritize challenging demands and manage time effectively
• Thorough knowledge of general accounting principles
• Demonstrated analytical skills and problem-solving ability
• Excellent attention to detail

REQUIREMENTS

• Ability to work during office hours, Monday through Friday, 9am until 3pm
• Minimum 5 years relevant experience
• Competency in banking software platforms
• Proficient computer skills and ability to use Microsoft applications (Word, Excel, PowerPoint) and quickly learn other software, including database systems
• Available to work flexible scheduling, if needed
• Able to pass all background checks
• Has impeccable attention to detail, strong organizational and time management skills, and the ability to manage multiple responsibilities.

COMPENSATION

Compensation ranges from $50,000 to $65,000, commensurate with experience levels, plus health insurance, and PTO.

TO APPLY

Please send resume and cover letter to employment@homesweethomestl.org.