Sheltercare Program of Northern Virginia
ADMINISTRATIVE COORDINATOR
General Definition of Work:
Performs all clerical, financial and personnel and benefits functions. Work is performed under the supervision of the Director.
Typical Tasks
1. Controls all mail regarding purchasing, accounts payable, accounts receivable along with personnel and training. Refers all banking correspondence to the Director.
2. Disburses all accounts payable including preparing vouchers and providing proof of vendor vouchers and statements. Prepares spreadsheets for Check Register and completes General Ledger of all accounts payable and receivable monthly. Receives, records and with the Director, deposits all accounts receivable as needed.
3. With the Director, assumes responsibility for payroll computations and their accuracy.
4. Administers, answers, and follows up on employee questions on all employee health, dental, life and retirement benefits as needed.
5. Maintains personnel files and records in accordance with State CORE and Modular Standards (see manuals.). This includes new employee-required information and ongoing needs, including required training and annual TB testing. Assures that all employees are up to date in all areas.
6. Maintains annual and sick leave records in accordance with agency policy monthly.
7. Responsible for maintaining petty cash system and verifying receipts and replenishing as needed.
8. Maintains all budgetary records as appropriate. Assists the Director with the development of the annual budget. Assists in annual records audit performed by an independent certified public accountant done at the end of the fiscal year.
9. Prepares and submits bi-monthly, monthly, quarterly, and annual reports as required by Social Security, Virginia Employment Commission, Workers Compensation, IRS, and stated Department of Taxation.
10. Maintains all ordering and record keeping pertaining to purchasing and inventory of supplies and equipment, including medical supplies. Initiates correspondence relative to purchasing, billing, payment.
11. With the Director, maintains all building and equipment service contracts and coordinates all building and equipment repairs with the maintenance people.
12. Maintains files and correspondence for all liability, building, auto, and fidelity bond insurance. Handles all claims and premium payments annually.
13. Prepares the USDA form SL-13 monthly for reimbursement of USDA funds and food. Coordinates this process with the Food Service Manager and the Director.
14. Schedules, prepares, and supervises all necessary inspections, including: Fire, Sanitation, Hood system, Extinguishers, etc.
15. Performs other related tasks as required by the Director or Juvenile Detention Home Executive Director.
Knowledge, Skills, and Abilities
Thorough knowledge of bookkeeping and accounting principles and practices; knowledge of office management; ability to organize and prioritize work; ability to exercise judgment in evaluating situations and making decisions; ability to work with little or no daily supervision.
Education/Experience
Minimum includes a college degree with specialization in accounting and business unless the knowledge, skills and abilities have been gained through work experience.
Training Plan: To receive at least 40 hours of training annually related to the position.
Job Type: Full-time
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- Day shift
- Morning shift
- Rotating weekends
Ability to Commute:
- Alexandria, VA 22304 (Required)
Work Location: In person