Job Title: Executive Office Administrator
Reports to: Executive Director
Objective: The Executive Office Administrator is primarily responsible for providing administrative and project support to the executive director, purchasing, facilities management, compliance, and leadership of the safety committee.
Position Type and Hours: Non-exempt, hourly, full-time.
Duties & Responsibilities:
Accounts Payable/Accounts Receivable/Bookkeeping (30% of time)
- Manage calendar, support communications, and assist with organization by scheduling meetings and coordinating with contacts via phone or other devices; create and maintain accurate and effective systems for managing information and materials.
- Facilitate routine administrative processes, including annual tasks, by performing or assisting with administrative processes related to banking, estate settlement, and compliance with legal requirements.
- Support communication with the board of directors and assist with preparation of bi-monthly board meeting packets as well as other materials and communication related to CAT’s board and various committees.
- Support the executive director by assisting them with additional tasks related to presentations, projects, meetings, and events, etc.
Facilities Management (30% of time)
- Maintain maintenance contracts with vendors by reviewing and renewing contracts after approval; collecting bids and hiring new contractors.
- Ensure the proper functioning of facility systems (such as elevator, backflow, and sprinkler system) by scheduling annual inspections.
- Troubleshooting maintenance and technical issues by coordinating repairs and problem solving repairs with the facilities assistant.
- Manage offsite storage by maintaining the unit organization; purging and shredding old files on a yearly basis; moving files to and from storage as needed.
- Serve as a point of contact for the alarm company by answering phone calls from the alarm company related to alarm events; scheduling repairs; updating the on call contact list weekly; troubleshooting alarm issues.
- Resolve technical issues by troubleshooting and performing basic fixes; contacting the IT company or utility companies when more complex issues arise; coordinating repairs and updates with tech vendors as needed.
- Maintain IT inventory by purchasing computers, monitors, and accessories as needed and updating the IT inventory spreadsheet.
Purchasing and Clerical (30% of time)
- Manage and maintain supply inventory by purchasing shelter supplies online or at local stores based on usage and current needs of the shelter; ensuring adequate inventory levels of frequently used supplies; cultivating relationships with supply vendors and finding the most competitive prices; receiving and unpacking supply orders and distributing/stocking them as needed; field staff and volunteer supply requests and purchase as needed.
- Oversee shelter mail by distributing incoming mail; taking outgoing mail to the post office or mailbox as needed; tallying donation checks daily; running required postage meter updates and ensuring the meter always has adequate postage funds.
- Manage petty cash by monitoring supply and going to the bank to restock if necessary; making sure the petty cash tracking log is up-to-date and accurate.
- Maintain accounting files by filing financial documents and rotating files based on applicable retention schedules, laws, and shelter guidelines.
Safety (10% of time)
- Lead monthly safety and quarterly disaster committee meetings by preparing the agenda, taking meeting notes, assigning action items and providing follow up; documenting staff training.
- Develop and maintain emergency plan by researching best practices; updating the existing plan when needed;
- Perform quarterly safety inspections by completing a shelter walkthrough utilizing OSHA checklists and documenting findings according to OSHA, state, and federal guidelines.
- Maintain OSHA compliance by taking corrective action based on safety inspection findings; creating and updating secondary labels, hazardous chemical list, and SDS forms; stocking first aid and eyewash stations; posting required workplace signage; completing required workplace reports.
- Oversee workplace injuries and workers’ compensation claims by generating monthly bite reports; working with Washington County regarding bite injuries; submitting and maintaining workers’ compensation claim documentation.
- Generate a monthly safety newsletter by finding safety-related content to include in the newsletter; write and email a monthly safety newsletter to all employees.
Knowledge, Skills, Abilities:
- Workplace safety regulations
- Computer programs, including QuickBooks, Microsoft Office, Google Suite
- Excellent organization skills and attention to detail
- Communicate effectively in person and in writing
- Analyze and solve problems effectively
- Input data precisely
- Work independently with little direction or supervision
- Troubleshoot IT issues
- Operate standard office equipment, including computers, copy machines, telephone systems
- Operate a motor vehicle
- Work cooperatively within a team environment
- Maintain confidentiality of sensitive information
- Develop and maintain relationships with board members, vendors, and other stakeholders
- Take initiative
Qualifications and Experience:
- High school diploma or equivalent
- 1-2 years of relevant professional experience
- Associates degree
- 2-3 years of experience as an office manager and/or bookkeeper
- Previous experience working within a volunteer organization or animal shelter
Mental Effort: This position has a variety of tasks, and the job holder must decide which tasks to complete as well as the order in which the tasks must be completed. Many of the tasks are routine, but the job holder may occasionally encounter issues or variations from the norm which require troubleshooting and/or new ways of thinking/performing a task. Additionally, this position requires the job holder to manage details, changing priorities, and workflow interruptions.
Physical Requirements and Work Environment:
The physical requirements and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential job functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.
- Move and/or transport items up to 50 pounds (assisted or unassisted)
- Position oneself at various levels to successfully carry out the essential functions of the job
- Communicate effectively with other staff, volunteers, clients, and members of the public by email, phone, or in-person
- Navigate the shelter and building
- Read and keep accurate records/files
- Work on a computer and use various software programs
- Operate office equipment such as a copy and fax machine, printer, scanner, and multi-line telephone
Work in this position is performed within an office setting at an animal shelter. Typically the work environment is well-protected and free from hazards or obstacles. Job conditions are usually comfortable, with only minimal issues of confinement, temperature change, noise, smell, interactions of a disagreeable nature, exposure to contagious zoonotic disease, emotional taxation due to the nature of animal welfare, etc. Job conditions are occasionally uncomfortable relative to noise, temperature, smell, and/or dirty conditions. With that said, the worker may be occasionally exposed to the following:
- Distressed animals that put the worker at risk for injuries such as bites and scratches
- Animal urine, animal feces, animal vomit, animal blood, animal fur
- Medications used to treat animals
- Disinfecting agents such as bleach and Rescue®
Pay Range: The position starts at $26-28 per hour
*This position requires driving, so the job holder must possess a valid driver’s license and a clean driving record.
This position description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related duties required by their supervisor. This document does not create an employment contract, implied or otherwise, other than an “at-will” relationship.
To Apply: Click the Apply button below. Please upload your resume to the application portal--a resume is required for consideration. If you are unable to upload your resume, please email firstname.lastname@example.org with your resume and request a fillable application. You may also visit Cat Adoption Team with your resume and request an application to fill out onsite.
PLEASE NOTE: There are required screener questions for this position that will replace a Cover Letter requirement