Administrative Office Coordinator

Essential job responsibilities

• Process Payroll per the operations payroll schedule including distributing payroll checks and communicating payroll discrepancies to the business center
• Collection and review of employee punch correction forms and/or manual timesheets.  Obtain applicable supervisor approval as needed. Submit approved documents to the Resource Center weekly
• Distribute Workforce Timekeeper Employee Time Detail and other Payroll reports received from the Resource Center to supervisors for review
• Collection and review of employee mileage forms. Obtain applicable supervisor approval as needed. Submit approved documents to the Resource Center weekly
• Process accounts payable invoices including invoice coding to General Ledger Account and locations in Oracle, run and review weekly report, submit invoices that are routed to the Resource Center for payment
• Collect PCard receipts from cardholders weekly and reallocate expenses as required
• Assist with processing of client funds requests as required
• Perform general office duties including preparing office correspondence and memos as needed, ordering and maintaining office supplies, and coordinating office and office equipment maintenance as needed
• Maintain purchase cards and distribute as needed. Obtain weekly spend down and receipts for cardholders/users. Reconcile receipts to US Bank statements, obtain Executive Director approval and retain for audit.  Reallocate Purchase card expenses as required
• Prepare and submit Source forms for new locations, relation, lease renewals, and other property updates
• Ensure business documents are retained as per policy
• Performs other duties as assigned

qualifications/education

Education:

• High School Diploma or GED equivalent required
• Must have completed at least two years of relevant college coursework or prior Accounts Receivable or Accounts Payable experience, or equivalent combination of education and experience

Experience/Qualifications:

• Two years of related office management or bookkeeping experience  
• Ability to communicate (verbally and written) with all levels of personnel, internal and external to the company
• Experience in managing systems, processes, and people
• Experienced user with MS Office (Excel, Word, and PowerPoint)

License/Certification:

• Valid driver’s license from state of residence with a satisfactory driving record as defined by Company vehicle policy and/or liability insurance carrier (as applicable per program requirements)

KNOWLEDGE/SKILLS/ABILITIES travel requirements

• Minimal: Travel between job sites

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is required to sit, stand, and walk; to reach with hands and arms; and to talk and listen. The employee is required to type on a computer keyboard and the employee may be asked to occasionally lift and/or move heavy objects. Specific vision capabilities required by this job include close vision, distance vision, and peripheral vision.

Work environment:

• The work environment described here is representative of what 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. While performing the duties of this job, the employee works an office setting with varying temperature degrees.  The noise level can vary from moderate to loud.