Sr. Administrative Assistant

Job Type


Full-time

Description

AGENCY OVERVIEW

Since our founding in 1895 in Marin County as an orphanage - and through subsequent years as Sunny Hills Services - Side by Side has been at the forefront of best practices in child welfare, working with the most vulnerable youth in our community. Today, Side by Side operates in four counties - Marin, Alameda, Sonoma, and Napa - across the Bay Area, reaching nearly 2,000 children, young adults, and family members per year with much-needed services related to behavioral and mental health, early intervention in schools, LGBTQIA+ support, transitional housing for foster youth, and special education.


Side By Side places high value on individuals with a passion for helping underserved youth and families in a collaborative and inclusive work culture. We strive to work together to create a trauma-informed workplace where we walk the walk of diversity, equity, inclusion, and belonging principles.


COMPENSATION

This position is 40 hours/week and an hourly rate of pay between $30.00 to $33.00.

BENEFITS INFORMATION

• 3 weeks of paid vacation for F/T employees increasing to 4 weeks of vacation after 2 years of service
• 2 weeks of sick leave for F/T employees
• 10 paid holidays per year and 1 Self-Care Anniversary Day each year
• 99% employer-paid Medical for F/T employees including platinum level Kaiser Permanente insurance, Sutter Health or Anthem options
• Dental and Vision Insurance
• Long Term Disability insurance up to $9,000 per month, plus $50,000 Life and AD&D insurance. Employees also have the option to purchase additional life insurance at their own cost.
• 403b Retirement Plan with agency match after one year of employment
• Professional development and other learning opportunities including unlimited access to over 1,000 behavioral health courses online. Side By Side is a Public Service Loan Forgiveness certified employer
• FREE Employee Assistance Program including up to 10 complimentary personal counseling sessions per problem, per year for staff and dependents
• Employee recognition program with $500 bonus awards
• Employee referral bonus of up to $1,000
• Pet Insurance

DUTIES/RESPONSIBILITIES

• Provide daily lobby coverage; greet and provide assistance as needed to visitors, parents/guardians, and delivery services.
• Open mail and direct it to the appropriate departments.
• Copy checks with the remittance and forward to Development Department.
• Provide weekly tracking of EFT ACH income - confirming with Development batch files.
• Create and distribute Monthly Credit Card Activity reports to approved staff. Manage requests for changes in individual spending limits in coordination with the CFO. Update approved card limit changes in BILL/Divvy system.
• Maintain Vendor and Credit Card Accounting files and update Sharepoint folders monthly in accordance with monthly accounting close timing requirements.
• Process accounts payable invoices and disbursement requests via weekly check runs and ACH payments
• Prepare and process weekly bank deposits
• Perform Data Entry in accounting system including:

1. AR payments received
2. AR monthly invoices
3. CR monthly deposits
4. General Ledger monthly journal entries

• Assist Accounting Manager with preparing General Ledger entries for Prepaid Expenses, monthly accruals, fixed assets & depreciation
• Assist Accounting Manager with preparation and maintenance fo annual financial audit schedules.
• Review County Accounts Receivable and School District Aging reports on a monthly basis and alert Accounting Manager of any invoices more than 60 days past due.
• Serve as the Tech Coordinator for the San Anselmo Admin Building. Respond to IT questions, requests, and problems with guidance from the Head of Information Technology.
• Manage the San Anselmo Admin Building printer/copier, calling for service and supplies as needed and managing toner recycling along with adding scan folders for new users.
• Manage and order office and kitchen supplies for the San Anselmo Admin Building.
• Administer the Agency's Staples account; manage user permissions and approve orders.
• Support the Hunt School team as needed with EHR entry or other administrative tasks.
• Assist Accounting Manager and CFO with special projects.

Requirements

REQUIRED QUALIFICATIONS

• High school graduate with at least 5 years of accounting/bookkeeping experience using a professional accounting system.
• Must be organized, efficient, and professional, with strict attention to detail and confidentiality.
• Must have excellent computer skills, have experience with the MIP accounting system or have the capacity to learn quickly, and be skilled in using Excel.
• Must be able to work comfortably and effectively with a diverse group of staff members and the general public, both on the phone and in person.
• Good communication skills and the ability to work well as part of a team or independently.
• California Department of Justice and FBI fingerprint clearance and TB screening and any other mandatory state/federal requirements.

PREFERRED QUALIFICATIONS

• Some college level accounting.
• Background in a business office and/or non-profit environment.
• Experience using AP/AR modules of MIP accounting software.

COMPETENCIES AND EXPECTATIONS

Ethical conduc t-Demonstrate a high level of integrity in all internal and external activities and comply with the Agency's Code of Conduct and all other policies, practices and procedures.

Intercultural Competence-Demonstrate the desire and ability to support an inclusive environment with respect to all clients, staff and stakeholders, and to respect and adapt behavior to cultural differences and commonalities in values, expectations, beliefs and practices.

Leadership -Able to inspire, influence and motivate others, and demonstrate a strong sense of the Agency's mission, vision and strategic goals. Accept the responsibilities of leadership and take initiative to solve problems, create compelling strategies and plans, take measured risks and anticipate future trends and consequences. Excellent judgement and strong verbal and written communication skills.

Technology -Highly computer literate, able to use technology efficiently and effectively. Excellent skills in office software. Good understanding of technology, telecommunications systems and databases.

Personal and interpersonal skills-Able to interact well with staff, co-workers and other stakeholders, maintain effective working relationships. Maintain composure and handle stress.

Organizational management -Demonstrated ability to delegate, set goals, motivate and manage staff to achieve Agency goals. Strong organization, problem-solving, decision-making and project management skills.

Financial management -In-depth knowledge of GAAP, financial accounting (nonprofit preferred), cost allocations, insurance and risk management, financial tools and systems.

Safety - The employee is safety conscious about the work environment and equipment. The work area is free of debris to prevent trip and slip hazards. Standard operating procedures, safety work rules and good general practices are followed on a daily basis.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Sitting for extended periods of time.
• Walking, standing, twisting and bending for brief periods of time.
• Occasional reaching and/or grasping using hands and/or arms.
• May be required to lift up to 20 pounds.
• May be required to ascend/descend stairs.
• Regular use of hands requiring dexterity in using the telephone, computer keyboard, mouse or calculator.
• Visual ability to read documents and computer monitor.
• Regularly required to talk and hear in person or by telephone.
• Ability to drive.

Side by Side provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.


Salary Description


$30.00 to $33.00 per hour