Office Administrator

Partners for Progress, Inc., seeks a highly organized, self motivated and hardworking multi-tasker with strong communication skills and a positive attitude. Partners for Progress is a Social Justice Non-Profit. The Office Administrator is a key position as part of the team that operates a busy reentry program for justice involved individuals in downtown Anchorage and supports Therapeutic Courts statewide. Team members support each other with the goal of providing program and participant support. This is accomplished in a manner that is welcoming and mutually respectful. Main duties are Office Management, Human Resources support, Data Management, Accounting support, and Board of Director support. The Office Administrator organizes, coordinates and performs administrative duties to facilitate and maintain organizational effectiveness and efficiency. The ideal candidate will have strong attention to detail, will be an energetic professional adaptable to change, and have excellent follow-through.

JOB DUTIES:

1. Office Management:

• Provide high level of Administrative and IT support to Administration and Program staff.
• Manage and maintain purchasing system for PFP, ensuring proper purchase requests and coding. Routinely seeks out best pricing and does weekly purchasing via online, phone order or shopping in person for supplies. Ensure all receipts are printed and coded at time of purchase.
• Maintain updated Office space chart, space lease documents, and building costs spreadsheet. Coordinate and complete all office space lease renewals, advertise office space available, coordinate and ensure repairs for building are done.
• Maintain inventory of all office and kitchen supplies; check inventory on a weekly basis and do supply orders once per week. Ensure staff name and coding is on each purchase request, ensure requests are approved. Order online when possible.
• Maintain kitchen/breakroom cleanliness.
• Manage, keep updated and maintain Partners for Progress Website. Ensure employees are updated in a timely manner on website. Post to and maintain all PFP Social Media platforms consistently.
• Compile, develop and produce Partners for Progress quarterly newsletter.
• Ability to run errands for the company such as bank deposits and purchasing when needed.
• Maintain PFP Google Calendar and email groups - schedule training, meetings, workshops, and staff events with descriptions and links, keep all google email groups updated, train staff on use of electronic calendar system.
• Maintain all PFP memberships ie: SHRM, NADCP, PickClickGive, Foraker.
• Research, coordinate and book travel for all PFP staff and board members to include hotel, airtravel, transportation and calculating perdiem. Manage PFP Alaska Air Mileage Plan Account.
• Maintain Organizational documents including Staff Contact lists, Mailing lists, and Organizational Charts.
• Maintain all Logo work and ensure consistency in use organization wide. Maintain all PFP forms, letterhead, brochures, and business cards. Design and produce signs, banners and other media and outreach products as needed.

2. Human Resources:

• Prepare and manage all recruitments for open positions for Partners for Progress including advertising, conduct all reference checks and document, setup and coordinate all interviews, conduct all applicant notifications.
• Prepare and process all new hires including all required documents; hire letters, PANs, W4s, I9s, resumes, reference checks. Conduct all new hire orientations and document, setup and maintain all personnel files utilizing proper file procedures. Maintain all employee training certificates.
• Coordinate and facilitate all required background checks incuding managing the State of Alaska Background Check Program, creating new records, and processing all fingerprint cards in a timely manner.
• Enroll and track all employee benefits such as the SIMPLE IRA plan.
• Prepare and process all employee separations.
• Maintain all PFP Job Descriptions.
• Setup, coordinate and facilitate all required employee training such as annual HIPPA training. Ensure all training is on company calendar.
• Ensure all required employment and insurance notices are posted at PFP offices.

3. Data and File Management:

• Enter, manage, and maintain all participant data in the Alaska Housing Management Information System used by HUD, (AKHMIS). Enter, manage, and maintain data in various other databases as needed. Ensure participant records are accurate, complete, and entered timely.
• Conduct monthly audits of clients in accounting system compared to clients in AKHMIS or other required program databases.
• Manage and maintain all organizational network and physical file systems including accounting, personnel, contract, and vendor files utilizing proper filing procedures.
• Maintain current year files, prior year files and archive/box older files for storage at PFP storage facilities properly marking boxes with contents, dates, and department. Arrange for transport of all archived materials to storage facility. Maintain inventory of all archived documents at storage facility, coordinate purging as necessary.

4. Accounting Support:

• Responsible for weekly Accounts Payable support including reviewing, collecting signatures, copying and mailing out checks on a weekly basis in a timely manner.
• Responsible for bi-weekly payroll support.
• Review all credit card entries in accounting system.
• Ensure donors receive donation receipts and thank you letters/cards in a timely manner.

5. Board Support:

• Coordinate all board of director meetings, arrange for lunch, ensure board room is prepared and clean prior to all meetings.
• Prepare board packets, do notices and manage zoom meetings.
• Record, transcribe and maintain all board of director meeting minutes in a timely manner.
• Maintain an accurate board of director list.

Provide resume with 3 Professional References

Job Type: Full-time

Pay: $23.00 - $25.00 per hour

Benefits:

• Paid time off
• Retirement plan

People with a criminal record are encouraged to apply

Work Location: In person