Administration and Finance Coordinator

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Work Schedule: Monday through Fridays - 9:00am-5:30 pm

Reports to: Executive Director and Director of Finance

ORGANIZATIONAL BACKGROUND:

Proyecto Pastoral was founded in 1986 to empower the community through grassroots projects in education, leadership, and service. Our programs include the Guadalupe Homeless Project (GHP), emergency shelter combined with support services that help men and senior women transition into independent living; IMPACTO, an after school academic enrichment program for K-12 youth and the Aliso-Pico Recreation Center; Early Childhood Education Centers, focused on preparing children 18 months to 4 for Kindergarten; Comunidad en Movimiento, focused on civic engagement and leadership development; and Promesa Boyle Heights through which a 14-member collaborative of organizations and schools strive to create an educational cradle to college and career pathway for our youth. Proyecto Pastoral serves over 4,000 children, youth, and families.

Position Summary: The Administration and Finance Coordinator will perform a variety of skilled administrative and clerical duties directly related to organization administrations and finance activities.

KEY RESPONSIBILITIES:

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• Provides administrative support including: processing mailings; filing; organizing and scheduling meetings; and updating facility calendars.
• Answer main line telephone, route calls, welcome visitors and guests; and facilitate requests from staff and community members who enter the admin office.
• Evaluates and recommends opportunities to improve office administration and efficiency (including process and software recommendations).
• Conducts research as required. Maintains internal communication to provide relevant content on current events, opportunities, etc.
• Purchase and tracking of office and maintenance supplies; and troubleshooting issues with office equipment. Works with vendors to ensure on time delivery and to fix equipment as needed.
• Works with Supervisor and management to ensure security protocols and procedures are followed to prevent potential threats.
• Perform translation of written text from English to Spanish and vice versa.
• Board of Directors meetings preparation: set up, catering, and other tasks such as board minutes, as needed.
• Assembling meeting materials, board packets, informational packets as needed
• Providing support on special events, and informational packets as needed.
• Ability to drive to other Proyecto sites in order to provide onsite program and administrative support as needed.

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· Manage Google User accounts· Assist staff with troubleshooting tech and phone issues (ie. login issues, internet, printing, etc.). Contact Alice Computers when support is needed.· Inventory management of technology and equipment assets (as identified from accounting dept lists) across programs· Point of contact for Alice Computer Works. Manage support tickets and ensure prompt response and follow-thru from vendor.· Coordinate technology orders ensuring budget approval · Coordinate standard office installations of computers and equipment· Manage Shared Drive organization

• Ensure accuracy of and process all financial and administrative documents according to best accounting practices.
• Reconcile, manage and monitor credit card use.
• Coordinate in processing monthly reimbursement contracts by gathering and consolidating backup documentation and booking invoices and reimbursements for government contracts.
• Prepare deposit and make deposits in a timely manner and record cash receipts.
• Review and process invoices, bills, and check requests (accounts payable and receivable) so directors can review and approve expenses.
• Generate check requests for administrative accounts payables; write checks.
• Assist with payroll processing, accruals, employee inquiries and other employee-related payroll issues.
• Book wire transfers and online donations (PayPal and Safe Save).
• Generate necessary reports as required.
• Assist the Accounting Supervisor and Finance Director with any other duties as assigned.

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· Explain company personnel policies, benefits and procedures to employees or job applicants

· Provide accurate information to supervisors, coworkers and people outside the organization by telephone, in written form, email or in person.

· Perform other duties as required including but not limited to assisting in implementing short-and long term programs and projects to support the Finance and Administration departments.

General Proyecto Pastoral Employee Organizational Responsibilities

· Actively participate in organizational events and foster an environment of collaboration & teamwork.

· Demonstrate enthusiasm for Proyecto Pastoral and a strong commitment to its social justice mission, including its community building vision and founding Jesuit values

· Participate in organization wide events and activities (such as all staff meetings, annual women's conference, fundraising events, etc.).

QUALIFICATIONS:

The requirements listed below represent the knowledge, skill, and/or ability required.

? Bachelor degree in accounting or finance preferred

? Minimum of 2 years of experience in accounting and finance in a similar role with a nonprofit.

? Strong proficiency in Microsoft Office programs especially Excel

? Experience using Quickbooks and robust payroll systems (Paycom preferred)

? Knowledge of office management systems and procedures

? Ability to prioritize work effectively and adjust to multiple demands.

? Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of constituent service and response.

? Bilingual English/Spanish required

Core Competencies: To perform the job successfully, an individual should demonstrate the following competencies:

· Strong attention to detail and demonstrate accuracy;

· Strong organizational skills and ability to prioritize work;

· Excellent interpersonal skills and the ability to build relationships with staff and community partners;

· Demonstrated proactive approaches to problem solving;

· Highly resourceful team player, with the ability to excel independently and efficiently manage time;

· Listen and get clarification; respond well to questions;

· Write clearly and informatively;

· Treat people with respect and consideration regardless of their status or position; inspire the trust of others; work with integrity and ethically;

· Flexibility and creativity in addressing issues as necessary;

· Ability to use good judgment; include appropriate people in the decision-making process;

· Complete work in a timely manner; strive to increase productivity.

Benefits: Excellent benefits package, which includes health, dental, vision, vacation, sick days, holidays, and 401k plan (if eligible).

HOW TO APPLY:

Interested applicants should send cover letter and resume to [email protected]. Only emailed applications will be accepted, please indicate “Administration and Finance Coordinator” in the subject line of the email. Consultants should not apply. For questions, please visit our website at

Proyecto Pastoral is an equal opportunity employer and does not discriminate on the basis of race, color, national origin, religion or creed, gender, gender identity, sexual orientation, marital status, age, veteran status, disability or any other legally protected status recognized by federal, state or local law with respect to employment opportunities.

Job Type: Full-time

Pay: $26.00 - $28.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• Bachelor's (Preferred)

Experience:

• administration: 2 years (Preferred)

Language:

• Spanish (Preferred)

Ability to Commute:

• Los Angeles, CA 90033 (Preferred)

Ability to Relocate:

• Los Angeles, CA 90033: Relocate before starting work (Required)

Work Location: In person