Duties and Responsibilities:

Accounts Payable:

• Stamps all invoices received with the date of receipt.
• Review, prepare, and process Purchase Orders
• Submit purchase orders and invoices to the Program Director for approval and signature.
• Furnish signed invoices to the Central Office for payment.
• Maintain accurate filing of invoices and supporting documentation.
• Interact with vendors.

Data Entry

• Performs timely and accurate data entry into database(s).
• Maintains tracking system for donations and services received.
• Performs clerical functions related to preparing spreadsheets, reports, accounts receivables, payables, and budgets.

Administrative Duties

• Answer and transfer calls, take messages, and notify staff of consumer’s arrival.
• Responsible for office filing

• Performs routine office clerical duties: retrieving, sorting, and delivering mail daily, typing, filing, copying, scanning, and faxing as needed or requested.
• Orders and monitors supplies and equipment
• Ensures office, kitchen, and housekeeping supplies are available.
• Maintains volunteer documentation updated in files.
• Assists with coordination of food pantry distributions when necessary.

Risk Management and Quality Assurance:

• Performs PQI functions as assigned by the Supervisor.
• Participates in ongoing safety inspections.
• Participates monthly in the fire drill.

• Timely and accurately submit Unusual Incident Reports and include all relevant documentation required by regulatory bodies.
• Must be available to work beyond your regular schedule in crises or if there is a declared agency emergency.

 Additional Duties:

• Communicate any problem/concern of the program to the Program Director promptly.
• Performs other duties as assigned by the Supervisor.
• Complete all required training as per Regulatory guidelines and other training as requested by the supervisor.
• Complies with all policies, procedures, and requirements necessary to perform the functions of this position.

Physical Demands:

• The work is usually sedentary but may require long periods of standing, walking, and/or bending and some light lifting.  The work is mostly performed in a secure office setting.

Educational & Experiential Requirements:  

• High School Diploma or Equivalent
• One year experience in administrative functions
• Proficient in Microsoft Office Suites
• Bilingual English/Spanish preferred