Nonprofit Executive Administrator Assistant 

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Nonprofit Executive Administrator Assistant

NOTE: We encourage you to volunteer for this position even if you may not be able to fulfill "every" role of the description but are equipped to handle the "majority" of the duties*

Under the direction of the Executive Director, the Assistant Director is responsible for the overall management, administration, financial and supervisory work at the Angel ZOË Nonprofit Organization. This position exercises considerable independent judgment and discretion in performing tasks.

Essential Duties

(The following are intended to illustrate typical duties; they are not meant to be all inclusive or restrictive.)

1. Assists the Director to plan, organize, develop and oversee implementation of Organization services and programs; supports the development of Organization goals, objectives and outcome measures and assists in data analysis, program evaluation and performance management.
2. Assists the Director in the development, implementation and monitoring of departmental and programmatic policies, procedures and practices to ensure quality service delivery and compliance with federal, state and local regulations.
3. Informs the Director of trends, best practices, issues, concerns, regulatory changes, technology and other relevant factors to facilitate the Agency’s decision-making process; creates operational reports and provides analysis and recommendations as appropriate.
4. Assists with public education, fundraising and community programs.
5. Researches and writes grants to secure funding for current programs and new initiatives; assists in grant management and donor management.
6. Supports the Director with advisory board activities and relations; attends and participates in meetings; prepares and disseminates meeting agendas, materials and minutes.
7. Represents the Organization on local boards, coalitions and workgroups as assigned by the Director.
8. Supervises Office Assistant, Program Managers; interviews, selects, hires, trains, evaluates subordinates; determines and administers employee disciplinary action up to and including termination, within the Angel ZOË Policy guidelines; assists Program Managers to fulfill supervisory responsibilities; works with Program Managers to develop annual training plan for staff.
9. Prepares and/or oversees preparation of employee-related documentation required and ensures new employees complete required paperwork and receives all relevant information pertaining to the Council on Aging’s policy and procedure manual.
10. Reviews, understands and ensures compliance with bylaws, contracts, grants and other legal documents that define the agency.
11. Prepares and administers annual department budget by forecasting future revenues and expenditures for review and oversight by Director; monitors and analyzes budget and prepares/presents reports to Director.
12. Develops, implements and oversees procedures to ensure appropriate use, disposition and accounting of funds according to government, contract, grant, donor, sales and/or other requirements; works closely with ZOË Products International.
13. Assists in reconciling total cash, disbursements and receipts monthly. Works with current financial services to review financial and accounting records.
14. Prepares monthly, quarterly, annual and other reports as required by county, department, Federal/State agencies, contractors/grantors, donors, etc.
15. Reviews and authorizes department payrolls.
16. Prepares and oversees subcontracts and generates required reports for Director to review and approve.
17. Prepares and/or oversees preparation of bid specifications; oversees the purchasing of office supplies, materials, and equipment; authorizes major repairs of office equipment.
18. Performs the duties of the Director as assigned or delegated.
19. Performs other duties as assigned.

Supervision Received

Works under the general direction of the Executive Director.

Supervision Exercised

Direct supervision typically includes the Office Assistant and ZOË Products International Program Managers.

Working Relationships

The work entails working with a wide spectrum of people and organizations including staff and clients, board of directors, community leaders, policymakers, business leaders, government officials (state, local, and national) foundation executives, and the general public.

Working Conditions

Work is typically performed in an office setting and may include very little to city buildings or financial institutions. The use of a personal vehicle is required.

Physical/Mental Demands & Working Conditions

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. While performing the duties of this job, the employee intermittently (less than 15% of the time) stands, bends or stoops, kneels or squats, works with arms above shoulders, and lifts or carries 5 to 25 pounds. The employee is required to occasionally (15% to 45% of the time) walk. The employee must frequently (45% to 70% of the time) be able to sit and use clear distance vision (20+ ft.). The employee is required to continuously (over 70% of the time) be able to have full use of two hands, grasp or pinch, keyboard, use repetitive motion, use clear close vision (under 20 inches) and hear normal conversations and speak. The employee works alone occasionally (15% to 45% of the time). The employee continuously (more than 70% of the time) works with high attention to detail and frequent deadlines. The employee works in an office environment, free of excessive noise or other disagreeable elements; where temperature is regulated, with less than 10 degree Fahrenheit variation.

Qualifications

Knowledge: Considerable knowledge in the Single Mother practices, policies and trends. Considerable knowledge of general management principles and practices for nonprofit organizations. Above-average knowledge of financial management principles and nonprofit practices. Considerable knowledge of fundraising and resource development principles and practices. Working knowledge of program planning, development, implementation and evaluation. Working knowledge of contract and grant development, monitoring and reporting. Considerable knowledge of applicable state and federal legislation, rules and regulations. Considerable knowledge of policies and practices of personnel administration and supervision.

Skill: Proven leadership skill. Proven skill in supervision. Demonstrated interpersonal relations skills, including oral and written communication, conflict management and networking. Above-average skill in resource allocation, financial forecasting and financial monitoring. Considerable skill in organizational planning and strategic planning. Proven skill in the use of a personal computer and common software such as Microsoft Office Suite and Outlook. Proven skill mathematical and accounting principles.

Ability: Ability to communicate in the English language, verbally and in writing. Ability to establish effective working relationships with individuals and organizations of diverse backgrounds and viewpoints. Ensure proper compliance with federal, state and local regulations and policies. Develop and maintain harmonious relationships with employees, public officials, community groups, other agencies and the general public. Ability to work within a team environment using a prescribed approach.

Education and Experience: The preferred knowledge, skills and abilities described above are typically acquired through a relevant undergraduate degree (e.g. business administration, management, public administration, human services management, nonprofit management) and two (2) years of relevant experience OR a suitable combination of education and experience. Volunteer work may be considered in evaluating work experience. Experience working independent of direct supervision and in the community. Experience working with plans, policies and procedures of an organization; Following regulations of local, state, and federal agencies.

Competency

Professionalism: Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.

Quality: Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.

Quantity: Meets productivity standards; Completes work in timely manner; Strives to increase productivity; Works quickly.

Safety and Security: Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.

Personal Attributes

It is essential for this position to be open-minded and flexible with regard to work to be performed. This position will require a great amount of self-motivation, self-direction and discipline. Must be able to work and perform under moderate to high pressure. A high level of organizational skill is necessary in receiving and prioritizing clients. Must be willing to manage and assist other co-workers as needed. Teamwork and flexibility are essential to this position and to the company.