Business Administrator Job Opening

Position Overview:

VOA is a youth-serving organization providing prevention, early intervention, treatment, and recovery supports to youth and families struggling with mental illness and addiction. We are honored to walk with families during these times and provide support and hope through recovery. Our core values are hope, compassion, integrity, stewardship, and respect. We are looking for individuals who espouse these core values and align with this mission of services to the community.

The Business Administrator is responsible for the operations of the business office, including areas that cut across all agency operations such as accounting, human resources, IT, and communications. The Business Administrator supports all programs of the agency through servant leadership to ensure that program needs are met in these key administrative operational areas.

Essential Functions, Duties & Responsibilities

Accounting Functions

• Conduct all accounts payable functions, including invoice entry into Quickbooks, vendor payments, reconciling vendor accounts
• Conduct all accounts receivable functions, including bank deposit and entry for donations and grant payments
• Regular contact with program directors to ensure accurate coding, timely vendor payments, resolving any accounting discrepancies or issues
• Work with contracted controller/CFO to ensure monthly financial information is updated and correct
• Monthly p-card reconciliation and administration of purchase cards for employees
• Maintain accounting files such as vendor files, grants and contracts, deposit records, etc.
• Serve as point of contact for accounting questions, assume responsibility for operations of the business office as they relate to all accounting functions (under supervision of COO and review from contracted Controller/CFO)

Human Resources Support

• Assist with agency HR functions such as providing assistance to staff and supervisors in HR matters, including answering questions about payroll, timesheets, benefits enrollment, etc. (with guidance from HR Director contracted personnel)
• Support recruiting and pre-hire activities including but not limited to: advertising positions, processing applications, conducting pre-screening calls, coordinating interviews, conducting reference checks, participating in job fairs, coordinating background checks, and extending offers
• Support orientation of new employees, including processing new hire paperwork, introductions, onboarding, establishing employee’s file, and scheduling
• Assist with administrative coordination of employee off-boarding, such as offboarding keys, email access, p-card returns, final pay, etc.
• Provide input and support to management team around policies, organizational structure, employee relations and other HR functions and initiatives
• Participate as a member of the employee recognition committee, which includes retention initiatives, staff retreats, an employee of the quarter, etc.
• Maintain all HR records including but not limited to: employee files, training records, job descriptions, etc.
• Process and respond to outside inquiries for reporting. Maintain human resources-related databases, spreadsheets, and related tools, and produce reports and information as needed
• Assist with benefits enrollment for new employees, communicate with service providers regarding the administration of benefits, coordinate open enrollment and reconcile benefit statements
• Other administrative/management duties to support CFO and HR Director for efficient and timely execution of the necessary functions of the business office

Other Duties

• Coordinate IT needs, such as coordinate help desk requests to IT providers; maintain equipment inventory lists, coordination of vendors, etc.
• Supervise and fill-in as needed administrative assistant duties to include monitoring of office supplies and equipment; board liaison and documentation; travel reporting; greeting customers and providing customer service; etc.
• Assist with internal and external communications such as for internal employee newsletter, external donor relations newsletter, website updates, etc.
• Attend and participate in meetings; document agendas and action items for follow-up
• Provide support to CEO, COO, VPs, and Board of Directors as needed for effective administrative operations
• Perform other related duties as assigned.

Knowledge, Skills and Abilities

• Bachelor’s degree in business management, accounting, human resources or related field preferred but can be substituted on a year-to-year basis with experience
• Four years of experience performing related work required. Knowledge of Quickbooks preferred but training can be required
• Ability to make sound decisions based on information available, work with minimal supervision, and communicate with other team members as needed
• Ability to work collaboratively in diverse settings with an effective communication style for various internal and external stakeholders
• Excellent writing and communication skills; ability to provide high-quality customer service to both internal and external stakeholders
• The successful candidate will display a servant leadership mindset and approach, that the executive team and business office exist to serve employees and other stakeholders
• Successful candidates will support VOA’s mission, embrace collaboration and teamwork, accept direction and coaching, and be a reliable and consistent resource to employees

Must be detail oriented and achieve high rates of accuracy. High proficiency in Microsoft suite, including Word, Excel, Outlook, etc.

Working Conditions

The work environment characteristics and physical demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Works in an office area. Interacts with staff, consultants, and outside vendors. May be subjected to interruptions throughout the workday.

While performing the duties of this job the employee is frequently required to sit; use hands to finger, handle, or feel; and talk or hear. The employee is occasionally required to lift up to 25 pounds. The vision requirement includes close vision.