Administrative and Finance Coordinator

Position: Administrative and Finance Coordinator

Reports to: Executive Director

Status: Full-time (1.0 FTE, Exempt)

Compensation: $50,000 – $75,000

HOW TO APPLY: To apply please submit a cover letter and your current resume/CV to director@oregoncas.org by September 30, 2023.

PLEASE NOTE: While this position is remote, the person hired for this role must live in Oregon due to the travel required within the state.

Position Overview: Oregon Child Abuse Solutions (OCAS) is recruiting for an Administrative and Finance Coordinator to support the financial and administrative needs of the organization. The Administrative and Finance Coordinator will play a crucial role in expanding the impact of OCAS during a time when quality, comprehensive child abuse response is needed more than ever.

The Administrative and Finance Coordinator will be the “glue” for OCAS’ high-functioning team by creating systems that will enhance accurate information sharing and project management at the direction of the ED, ensuring deliverables are on track, and assisting with a variety of projects from staff to board committees. The successful candidate will manage key financial and bookkeeping duties that range from data entry to maximizing operational systems that will build OCAS’ infrastructure and efficiencies.

The Administrative and Finance Coordinator will join a network of skilled, inspiring professionals with strong relationships, mutual respect, and exceptional teamwork, and will have the privilege of interacting with professionals intervening to protect children in all of Oregon’s 36 counties. To learn more about Oregon Child Abuse Solutions, visit www.oregoncas.org.

Location: OCAS serves all Oregon communities and is currently a fully remote workplace.

Travel: The Administrative and Finance Coordinator will be required to travel to in-person meetings at times and will also be required to travel 4-6 times per year within the state of Oregon. These trips will often include overnight stays. We understand that there are reasonable barriers to applying for a job that requires travel and encourage an open conversation with candidates about their ability and willingness to travel throughout Oregon.

POSITION BREAKDOWN
Administrative Support (50%)

• In collaboration with the ED, develop and manage project schedules with input from various stakeholders to ensure alignment with other commitments
• Create and edit policies, templates, guides, and onboarding documents to support shared knowledge of the staff and local children’s advocacy center professionals
• Provide support for in-person meetings including: booking hotels and meeting rooms; arranging for catering; running registration; and providing on-site support
• Provide administrative support for OCAS team.
• Arrange and handle all logistics for the Board, Committees, and other meetings or events including: scheduling; drafting agendas; developing, compiling and distributing materials; allocating next steps with collaborators.
• Attend all meetings as assigned during working hours.
• Support the ED in building critical infrastructure across our organization during a rapid expansion in programming and secured continued growth including: developing organizational procedures and policies, presentation templates, workflow pathways and directions; synthesizing information; and creating standardized, clear communications across the organization
• Assist the ED in the administration and management of grants and deliverables

Financial Coordinator (50%)
Accounting:

• Provide support to the organization in all aspects of bookkeeping including, but not limited to, accounts payable, account receivables and maintain all accounting files, folders, and forms.
• Receive and process financial transactions, including invoices, credit card purchase receipts and reimbursement requests, including proper accounting codes and preparation of all related documentation to be approved by ED
• Process all donation payments and make entries into donor software system
  Enter all Quickbooks financial entries accurately and in accordance with grant requirements
• Prepare, track and properly maintain A/R and send out invoices for payment
• Order printing and purchase supplies within budget
• Provide accurate and on-time financial reports to ED and Board of Directors when requested
• Work closely with ED, Program Directors, and any grant contractors to provide requested financial statements and reconciliations to ensure optimal grant funding
• Build our infrastructure through identifying and building workflow processes and solutions to keep every program operating at its highest potential

Payroll:

• Maintain, process, and reconcile payroll including tracking changes to employee benefits
• Monitor staff PTO accrual and communicate with Directors on a quarterly basis to ensure employees are compliant with Employee Manual policies
• Answer questions and communicate any payroll changes or policy updates with staff
• Review timesheets for accuracy and in compliance with the Employee Manual

QUALIFICATIONS
Position Requirements:

• Associate, Bachelor’s or Master’s degrees or any combination of experiences that has prepared you for the role of Administrative and Finance Coordinator
• Preferably, at least three years of experience in Executive support services (supporting a Senior/C-suite professional)
• Bookkeeping and/or accounting experience including Quickbooks online
• Understanding of grant reporting requirements and tracking
• Previous experience in a nonprofit environment or in a job with a wide range of tasks is preferred, e.g. taking minutes and project management in the same role
• Proven history of exceptional planning, multiple projects management, multi-tasking skills, and the ability to accurately prioritize work tasks
• Proven ability to pay precise attention to details, especially with regard to inputting and managing data and the accurate completion of time-sensitive tasks
• Experience in customer service and/or planning, scheduling, coordinating, and/or facilitating committees, initiatives, or events
• Ability to comprehensively manage projects and needs to ensure they are done thoroughly, efficiently, and with all necessary connections and considerations in mind
• Ability to innovate and be self-driven even during times without allocated priorities

Professional Attributes:

• Exhibits curiosity, intentionality, proactivity, and research skills to explore and evaluate multiple approaches, since there may be more than one approach to an issue
• Anticipates roadblocks and proactively mitigates them while being solutions-focused
• Is inquisitive, curious, and energized by the ability to grow and learn new things
• Promotes a culture of respect, inclusion, and appreciation of diverse perspectives, backgrounds, and values, including respect for those with beliefs different from your own
• Thinks strategically; accepts and gives feedback and is coachable
• Enjoys and thrives while doing repetitive work and administrative work

Other:

• This is a regular, benefited, full-time, exempt position working Monday through Friday; weekends and evenings may be required on occasion
• The organization is a fully remote workplace and team members are expected to have a home office or location in which they can successfully work, participate in virtual meetings, and has access to the necessary infrastructure to complete their job duties
• OCAS has a culture that allows employees to flex hours for appointments or other reasons. Employees are still expected to be responsive to team members during working hours unless they have proactively communicated that they will not be available during a reasonable time frame
• The organization invests in professional development opportunities for employees that are reasonable, related to their job duties, and when resources allow
• Benefits include 100% employer-paid medical, dental, and vision insurance and 20 Paid Time Off (PTO) days per year for employees
  In addition to PTO, OCAS has a generous paid holiday schedule with three days off during Thanksgiving week and the week between Christmas and New Year’s off as well, along with other paid holidays throughout the year. Please note that employees of all cultural backgrounds and personal preferences are celebrated and as such these days may be flexed for other preferred days off
• OCAS matches employee contributions to a Simple IRA up to 3%
• Employees are eligible for reimbursement of up to $70 per month for cell/internet expenses
• When traveling, employees receive mileage reimbursement and per diem allowances consistent with the Federal rates
• When resources allow, the organization provides annual cost-of-living increases consistent with rates set at the Federal level
• Employment is dependent upon the successful completion of a background check, including criminal and child protection clearances, and e-verify registration.

HOW TO APPLY
Oregon Child Abuse Solutions is an equal opportunity employer with an inclusive workplace, committed to having a staff and Board of Directors whose diverse backgrounds reflect the communities we serve. Candidates of all backgrounds, identities, and abilities are strongly encouraged to apply. Please feel free to reach out with any questions.

To apply please submit a cover letter and your current resume/CV to director@oregoncas.org by September 30, 2023.