Job Description: Administrative Specialist

Reports to: Chief People Officer

FLSA Status: Exempt

Location:  Remote work from home / Kansas City Metropolitan Area (no relocation available for this position)

Deadline:  Applications accepted through July 17th, 2020

Summary:

The Administrative Specialist’s primary responsibilities are to handle the day to day HR and accounting activities, while working closely with the HR and Accounting partners as well as various administrative tasks.

Administrative Specialist responsibilities include preparing compensation and benefits packages, setting up company policies and maintaining updated employee records. Reviewing and reconciling accounts, processing payments to external partners and maintaining updated records of invoices and receipts.

To be successful in this role, you should have a strong understanding of full cycle human resources with familiarity with accounting practices and be familiar with bookkeeping.

Human Resource Duties/Responsibilities:

  • Primary Liaison with HR Consulting Firm
  • Onboarding / Offboarding employees ** working with HR Partner **
  • Manage Update and Store Personnel Records ** working with HR Partner **
  • Job Descriptions – write & update ** working with HR Partner **
  • Prepare and review compensation and benefits packages
  • Administer health and life insurance programs Benefits
    • Quotes for enrollment / yearly enrollment
    • Gather employee information
    • 401K Employee Account Management
    • Set up with online enrollment ** working with HR Partner **
    • Answer / research questions
    • Send out statements
    • Arbitration Agreement Updates
    • Background Updates / management / adverse process
    • Inform employees about additional benefits they’re eligible for (e.g extra vacation days)
  • Prepare and Process Offer Letters ** working with HR Partner **
  • Internal Contact List maintenance & upkeep
  • Ordering of business cards
  • Implement training and development plans ** working with HR Partner **
  • Plan quarterly and annual performance review sessions ** working with HR Partner **
  • Maintain organizational charts and detailed job descriptions along with salary records
  • Develop and implement HR policies throughout the organization ** working with HR Partner **
  • Process employees’ queries and respond in a timely manner
  • Stay up-to-date and comply with changes in labor legislation ** working with HR Partner **

Accounting Duties/Responsibilities:

  • Record day to day financial transactions into QuickBooks Online.  Keep accurate and complete documentation.
  • Process accounts receivable – prepare invoices, receive payments and prepare bank deposits.  Send reminders for delinquent receivables.
  • Enter contribution data into the donor database and reconcile against the accounting system.
  • Process accounts payable – enter bills into Bill.com for processing in a timely manner.  Follow up with staff and/or vendors for any discrepancies.  Ensure credit card charges are recorded timely in Concur and follow-up with staff as necessary.
  • Work closely with the Accounting Partner.
  • Maintain a listing of fixed assets and review annually.
  • Assist management with other administrative duties as assigned.
  • Assist accountants and prepare all financial data and reports.

Administrative Duties/Responsibilities:

  • Order business cards
  • Assist management with other administrative duties as assigned.

Competencies:

  • Problem Solving/Analysis.
  • Project Management.
  • Communication Proficiency.
  • Technical Capacity.
  • Strategic Thinking.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below 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.

Knowledge, Skills, and Other Abilities:

  • Prior payroll experience is preferred.
  • Organizational skills
  • Time management skills
  • Ability to communicate in English both verbally and in writing
  • Self-starter who can anticipate the needs of the supervisor team

Computer Skills:

To perform this job successfully, an individual should have knowledge of Microsoft Office, Microsoft Excel, internet browsers, web-based programs, and email.

Education/Experience:

High school diploma or general education degree (GED); and one to two years related experience and/or training; or equivalent combination of education and experience.

Language Ability:

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Math Ability:

Ability to calculate figures and amounts such as discounts, interest, proportions, and percentages.  Ability to apply concepts of basic algebra.

Reasoning Ability:

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

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.

While performing the duties of this job, the employee is regularly required to sit, use hands, reach with hands and arms, and talk or hear. The employee is frequently required to stand and walk. The employee is occasionally required to balance, and stoop, kneel, crouch or crawl.

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.  The noise level in the work environment is usually moderate.

To apply, download and complete this application, and send application, cover letter and resume to hr@obr.org.

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