OhioMeansJobs|Cleveland-Cuyahoga County is sourcing for an Administrative Director
Part-Time for a non-profit on the east side of Cleveland
ESSENTIAL FUNCTIONS:
Typing/Data Entry: Procedures required monthly reports, letters and all other related documents for office personnel. Utilize Windows applications and is proficient in basic computer functions.
Special Projects: May be involved in the planning, organization, and implementation of special
events, fundraisers and agency specific projects or seasonal program changes including the coordination and scheduling of volunteers, etc.
Related Duties: Administrative support for other agency personnel as needed.
Executive Support:
- Provide administrative support to the Executive Director including but not limited to: communication with Board members and other official correspondence; maintenance of executive and agency records and files; scheduling, preparing for, and documenting presentations and meetings.
- Assists with development functions, such as donor mailings, donor database updates, etc. as needed.
Board of Trustees:
- Coordinates the collection and generation of materials for Board, Executive, and Trustee Committee meetings.
- Provides administrative support as needed.
- Tracks Board participation and donations annually.
Office:
- Manages the overall daily office operations, maintains equipment, telecommunication, and other office management contracts and services; order supplies and manages budget; evaluates new office products.
- Expedite purchase orders and manages vendor relationships.
- Compile monthly reports for Grantors and assist with grant applications and renewals.
- Accountable to maintain agency website and online Social Media outlets. Work staff and external contacts to obtain timely, relevant and updated information as needed.
- Opens and reroutes/distributes daily mail.
- Interfaces with external visitors.
Human Resources:
- Maintain personnel records, including performance reviews by staff.
- Monitor insurance coverage and ensuring personnel policies are up-to-date.
- Job assignment and supervision of National Black Caucus and Court Community Service workers.
Finance: Manage Accounts Payables and Receivables for agency, handles basic bookkeeping responsibilities and works closely with accounting. Participate in Year End Closing activities and Annual Audits.
Facility rental: Schedule requested rentals of organization property that includes Dining Hall and Gym.
Elderly Program: Intake; register all new clients and access their needs as it pertains to our program. Assist with Benefits check-ups which include obtaining Health Care coverage, County Benefits and Tax preparations. Work with other Social Service providers to obtain necessary support for program clients. Schedule and organize health screenings and events on & off site. Arrange transportation for personal appointments.
Essential Skills & Abilities
Administrative Skills - Outstanding organizational skills, excellent follow through, excellent time management skills and must have a positive attitude as well as a team player.
Analytical Skills - Ability to manage multiple tasks and projects with flexibility and attention to detail and accuracy. Able to prioritize, work under pressure, and meet short deadlines.
Communication/Language Skills - Strong written and oral communication skills, and good telephone etiquette and presence.
Computer Skills - Proficient in Google software and Microsoft Office software, including Excel, Outlook, PowerPoint, Word, Access and Publisher. Internet/social media savvy a must.
Mathematical Skills - ability to use basic math skills in monthly reports and budgeting
Other Skills - Positive attitude, excellent judgment and work ethic. Ability to multi-task and manage time and workload efficiently; flexible; extremely dependable; must have reliable transportation.
Essential Responsibilities
- Maintain files, review documents, monthly reports and proofread reports from others.
- Print, assemble and prepare materials for presentations or meetings.
- Draft correspondence
- Develop and publish agency calendar and newsletters.
- Payroll functions
- Record receipt of donations, event orders (sponsorships, tickets, ads) and grants.
- Establish and manage donor database. Process on-line donations.
- Bill paying, check cutting, mailing checks, making deposits, invoicing, running financial reports.
- Provide accountant with accurate records, receipts, etc.
- Coordinate insurance coverage for Board, staff and the organization.
- Prepare outgoing mail.
- Fax, copy, scan and email documents.
- Manage repair and maintenance of office equipment, including computers, phones and printers.
- Prepare proposals and maintain compliance for program funding.
- Arrange nutritional guidance, educational programs and field trips for seniors.
- Networking and collaborating with other agencies and organizations.
- Interact with residents, work with Social Service Coordinator on needs and services they are receiving.
- Connect participants with community resources.
- Other responsibilities as assigned.
QUALIFICATIONS:
Education: Associates Degree in business or related field minimum.
Work Experience: 2-3 years of experience in office environment beneficial.
2-3 years of working with seniors of different races, ethnicities, educational
levels, and socio-economic backgrounds.
Program management and staff supervision experience preferred.
Good oral and written communication skills.
Working knowledge of office automation.
Licenses/Certifications: Additional business training preferred.
Shift
9 am to 3 pm
Monday to Friday with some weekends if there is an event.
32 hours a week
Sick and vacation time offered
Driver Licensed required
Must be able to pass a background check and drug test. Employer will reimburse job seeker for the cost.
Interested Candidates, please contact:
LaShorn K. Caldwell, Recruiter
lcaldwell@dwfs.us
216-777-8227
