Operations & Administrative Coordinator

Job Description
Operations & Administrative Coordinator

Classification
Full Time / Non-Exempt / Hourly

Pay Range
$23-26/hour, based on experience

Estimated Annual Equivalent: $47,840-$54,080

Organizational Summary

About Safe & Sound:

Safe & Sound, Inc. is a comprehensive, community-based response to crime and violence in the City of Milwaukee. Since 1998, Safe & Sound has been dedicated to improving safety in challenged Milwaukee’s neighborhoods. Our three-pronged strategy advances: (1) partnerships with law enforcement, (2) community organizing and (3) youth development. We unite residents, youth, law enforcement and community resources to build safe and empowered neighborhoods.

Position Summary 

The Operations Administrator is responsible for overseeing the coordination of all operational and administrative functions of Safe & Sound under the direction of the Executive Director. This position will provide administrative assistance to the Senior Leadership and will work to implement processes, procedures, and functions of our internal operations including human resources including recruiting, onboarding, and benefit administration, payroll, accounts payable and accounts receivable processes, office administration, and vendor management.. The position will also serve as the primary coordinator for the Board of Directors and will oversee its scheduling and overall administration. The position reports to the Executive Director with a dotted line to the Deputy Director.

Essential Duties & Responsibilities

Executive Assistant – 15%

1. Provides administrative support to the Executive Director.
2. Serve as the primary administrative liaison to the Board of Directors and all Board committees. Maintain the board schedule and that of all committees and ensure the timely gathering and distribution of meeting documents, responding to inquiries, managing administrative data, and recording meeting minutes.

Human Resources – 25%

3. Under the direction of the Executive director, coordinates all organizational human resources functions including but not limited to, overseeing payroll, the hiring process, and employee onboarding.
4. Maintains employee records, ensuring completion and accuracy of details such as employee contact information, job classification, pay rates, organizational structure, and other essential information.
5. Serves as the point of contact for all benefit providers to assist with open enrollment and tracking changes throughout the year.
6. Maintain attendance logs for staff; follow up with leadership team to ensure adherence to the attendance policy.

Accounting – 30%

7. Manages all internal accounting assistant functions, which includes the processing of accounts receivable and accounts payable functions and liaisons with the contract accountant to ensure the day to day function of all accounting processes and procedures.
8. Assist with external accountants to manage PositivePay processes.
9. Assists with the management of banking relationships. Stays knowledgeable on the organization’s annual budget, assists with its development, and assists with the implementation and development of all financial policies and procedures.
10. Manages vendor relationships including identifying contacts for a variety of operational needs.

Operations – 20%

11. Assists with the leadership team on adherence to all policies, procedures, and strategies throughout the organization.
12. Provides facilities coordination and oversight for the Safe & Sound offices while developing and implementing processes and procedures for the management of all equipment and IT functions.
13. Problem solve technical issues as they arise; coordinate with external vendors to resolve.
14. Assess internal policies and procedures; identify inefficiencies and create improvements as necessary.
15. Manage commercial insurance policies. Work with brokers for requests for certificates of liability, and for quotes on annual policy renewal.

Office Management – 10%

16. Implement special projects as assigned.
17. Assist the manager on duty with responding to urgent building management matters.
18. Perform all other duties as assigned.

The above is not an exhaustive statement of every duty and responsibility required. Other duties will be assigned.

QUALIFICATIONS

To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Commitment to Safe & Sound’s mission and core values
• Bachelor’s Degree required
• Must have 3-5 years of high-level administrative experience including experience in AP/AR, HR, and working with senior organizational leadership.
• Strong oral and written communication skills, including ability to present in front of groups and translate information to a variety of audiences with differing backgrounds, education, and levels of expertise.
• Strong Microsoft Excel skills.
• Self-motivated and able to work independently.
• Excellent organizational and time management skills.
• Ability to multitask and be flexible.
• Strong project management, computer, and communication skills.
• Demonstrated ability to successfully work in a goal-oriented team environment.
• Must be flexible, organized, reliable, responsible, collaborative, and creative.
• Strong problem solving skills
• Physical requirements are those of a general office environment