Duties and Responsibilities:
Accounts Payable:
- Stamps all invoices received with the date of receipt.
- Review, prepare, and process Purchase Orders
- Submit purchase orders and invoices to the Program Director for approval and signature.
- Furnish signed invoices to the Central Office for payment.
- Maintain accurate filing of invoices and supporting documentation.
- Interact with vendors.
Data Entry
- Performs timely and accurate data entry into database(s).
- Maintains tracking system for donations and services received.
- Performs clerical functions related to preparing spreadsheets, reports, accounts receivables, payables, and budgets.
Administrative Duties
- Answer and transfer calls, take messages, and notify staff of consumer’s arrival.
- Responsible for office filing.
- Performs routine office clerical duties: retrieving, sorting, and delivering mail daily, typing, filing, copying, scanning, and faxing as needed or requested.
- Orders and monitors supplies and equipment
- Ensures office, kitchen, and housekeeping supplies are available.
- Maintains volunteer documentation updated in files.
- Assists with coordination of food pantry distributions when necessary.
Risk Management and Quality Assurance:
- Performs PQI functions as assigned by the Supervisor.
- Participates in ongoing safety inspections.
- Participates monthly in the fire drill.
- Timely and accurately submit Unusual Incident Reports and include all relevant documentation required by regulatory bodies.
- Must be available to work beyond your regular schedule in crises or if there is a declared agency emergency.
Additional Duties:
- Communicate any problem/concern of the program to the Program Director promptly.
- Performs other duties as assigned by the Supervisor.
- Complete all required training as per Regulatory guidelines and other training as requested by the supervisor.
- Complies with all policies, procedures, and requirements necessary to perform the functions of this position.
Physical Demands:
- The work is usually sedentary but may require long periods of standing, walking, and/or bending and some light lifting. The work is mostly performed in a secure office setting.
Educational & Experiential Requirements:
- High School Diploma or Equivalent
- One year experience in administrative functions
- Proficient in Microsoft Office Suites
- Bilingual English/Spanish preferred
