Office Administrator

*Office Administrator* $24 - $27 per hour DOQ plus paid holiday and vacation.
Mileage for work purposes is reimbursed.
Part-time, 15 hours per week which includes a several hours of work in the Kennewick office on Monday or Tuesday and work in the office on Thursday morning through lunch; remaining hours may be remote using the provided laptop.
Additional work hours as approved in advance.
*QUALIFICATIONS: *To successfully perform this job, an individual must be able to satisfactorily perform each essential duty.
The requirements below are representative of the knowledge, skills, and/or ability required.
Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Required qualifications include: An associate degree in business or related field and 4 years of relevant experience, or a high school diploma and 6 years of relevant experience, and all of the following requirements: · Two years of experience in planning and completing a complex workload with limited supervision.
· One year of experience and/or training in bookkeeping.
Experience using QuickBooks is preferred.
· Fluency in English and a demonstrated effectiveness in business writing including creating correspondence.
· Proficiency in use of MS Office 365 (Word, Excel, PowerPoint) and teleconferencing platforms (e.
g.
, MS Teams, Zoom).
Experience using a database is preferred.
· Ability to accommodate periodic flexibility in work schedule, as scheduled.
· Must have a valid driver’s license, current auto insurance, and access to a reliable vehicle access to transportation options to travel to locations around the region and transport items, on a scheduled basis.
*JOB DESCRIPTION: *The essential duties of this part-time position include but are not limited to: *35% Administrative Support.
*Reports to Board President to support Club members and operational needs.
* Supports club member participation by posting member attendance and any name or address changes in the database and updating Rotary International membership records.
* Works with caterer to ensure access to the Rotary event center for set up and serving of meals.
* Responds to member and prospective member inquiries.
Forwards emails and member concerns/questions to the appropriate committee director and/or President.
* Manages logistics for annual Installation Banquet including ordering awards, gifts, and supplies.
Prepares installation program and certificates for member recognition.
* Organizes supply inventory, storage room, and office space.
* Schedules work parties of club members and volunteers for event center decorating and other activities.
* Notifies Bingo Blvd.
Manager about events to be held at the Rotary event center or conference room.
*35% Bookkeeping Support.
*Collaborates with contracted bookkeeper and Club Treasurer; uses QuickBooks to view transactions and prepare reports.
* *Accounts Receivable.
*Receives cash and checks.
Reviews transfers from PayPal to update receivables.
Prepares weekly bank deposits.
Delivers deposits to bank.
Processes credit card and EFT transactions.
Provides receipts to members and donors, as requested.
Provides weekly data on receipts to bookkeeper.
* *Accounts Payable.
*Reviews invoices and requests for member reimbursement to ensure appropriate approvals and documentation.
Packages invoices with documentation for bookkeeper processing.
Reviews Club membership to ensure accurate records for billing quarterly club dues and meals.
Works with colleges and scholarship recipients to verify enrollment and obtain payee information.
Prepares accounts payable requisitions for scholarship payments.
Notifies Committee Director of unused scholarship monies.
* *Purchasing*.
Monitors supply inventory.
Identifies purchasing options; verifies level of funds available in appropriate budget category; purchases, or arranges for the purchase of, goods and services.
Works with the caterer on meal guarantees, special meal requests, menus for special events, and member club input.
Assists with the _Family of Rotary_ by purchasing flowers for club members as requested by Board President (e.
g.
, for illness, death in family, etc.
).
* *Reporting.
*Prepares and submits semi-annual reports to Rotary District 5080 and to Rotary International through the database.
*25% Board and Board Committee Support.
*Works with Board President to support effective Board operations.
* Publishes meeting announcements for Board meetings on club web site and by email.
* Prepares and distributes board packets including minutes, financial statements, and committee reports.
* Sets up Conference Room for Board meetings and provides general clean-up of the space after meetings.
* Attends regular monthly and special meetings of the Board of Directors; takes meeting minutes and makes corrections as directed by the Board; posts minutes on Club website.
* Updates the Board of Directors Officers information in the Event Center display; arranges for photographs for new Officers.
* Supports the Sergeant of Arms by weekly preparing the attendance sheet, ensuring appropriate change and cash is available, and providing member payment envelopes.
Orders forms as needed.
* Works with the local Foundation Committee for Rotary International Foundation and works with the Humanitarian Fund Committee to assist donors, track donation and answer club member questions.
* Supports Membership Committee by processing applications for membership, preparing materials for New Member Orientations and Inductions, and ordering new member name badges.
* Provides training to Committee Directors on how to use the database, on tracking expenses and revenue for committee budgets, and on how to request and process expenditures.
*5% - Other duties as assigned.
* *PRE-EMPLOYMENT SCREENING:* A background investigation will be conducted on the finalist for this position since the requirements of the position include handing confidential and business sensitive information, financial records, cash and checks, and driving for work purposes.
Additional information on the scope of this information will be provided to the finalist prior to the investigation.
*SUPERVISION: *This position reports to the President of the Rotary Board of Directors which includes goal setting and performance review, weekly meetings, and the coordination of time work and time off.
*MENTAL DEMANDS: *The mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The requirements of this position include the ability to hear and speak in the English language.
General mental requirements for essential functions of the job include: · Requires the ability to manage a complex workload, with minimal supervision, including the ability to shift focus between diverse job responsibilities.
· Requires analytical, numeracy, literacy, communication, and other mental capabilities.
· Requires mental flexibility to respond to questions, suggestions, or objections.
· Requires capacity to work varying hours including some mornings and evenings.
*PHYSICAL DEMANDS: *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.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
General physical requirements for essential functions of the job include: · Sitting – 40-80% of week; typically, in an office setting, at meetings and in a vehicle.
· Standing – 5-10% of week; typically, in presentations and while using office equipment.
· Walking – 5-10% of week; typically, in moving about work sites and between car and destinations.
· Lifting/Bending - up to 30 pounds; typically positions self to pick up and place supplies.
· Seeing: Workday typically includes need for close vision, distance vision, depth perception, ability to adjust focus, viewing a screen, and vision sufficient to observe reactions from persons and appropriately respond.
· Talking/hearing: Frequently communicates, in person and on the phone.
· Manual dexterity_:_ Continually uses hands/fingers with wrist movement while using office and other equipment.
· Travel: Local travel is regularly required (mileage reimbursed for use of personal vehicle for work purposes).
· Work Hours: Occasionally necessary to work more than 8 hours a day but does not work more than 40 hours in a work week.
Early morning meetings occur monthly; evening and weekend meetings occur as scheduled.
*WORK ENVIRONMENT*:The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
A typical work environment is in a standard office setting but may include other interior and exterior venues.
Typically, at least half of the work time is in the employer’s building; some work may be performed at the employee’s home and/or at the facilities of other organizations.
The noise level in the work environment is usually moderate.
Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.
Job Type: Part-time Pay: $24.
00 - $27.
00 per hour Expected hours: 15 – 20 per week Benefits: * Flexible schedule * Paid time off Schedule: * Day shift * Monday to Friday Experience: * Bookkeeping using Quickbooks: 1 year (Preferred) * Microsoft Excel: 2 years (Preferred) * Office Management: 2 years (Preferred) Ability to Relocate: * Kennewick, WA 99336: Relocate before starting work (Required) Work Location: Hybrid remote in Kennewick, WA 99336