Office Administrator

Greenwich, NY

                                                                                         

Date Posted: August 14th, 2023 

Title: Office Administrator

           

Overview

Comfort Food Community (CFC), founded in 2014, is a 501(c)3 nonprofit organization that works to address food insecurity in Washington, Warren, and Saratoga counties in upstate New York.

 

The Office Administrator will coordinate the efficient day-to-day administration of CFC’s back-of-house operations while working closely with CFC staff, board, and volunteers to implement policies, procedures, and processes across the organization. The position has the potential to touch the realms of finance, human resources, IT, office, and facilities coordination.

 

This is a full-time, 40 hours per week, at-will position with an hourly rate of $20 to $22 per hour. Comfort Food Community offers nine paid holiday days per year and an additional 15 days of paid time off (accrued hourly) for the first year of employment. This position is based at our offices in Greenwich, NY. Additionally, we pay 50% of a single-member gold-level health insurance plan from CDPHP for full-time employees.  

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Job Responsibilities

 

Finance (45%) ~18 hours/week

• Manage the documentation of all expenses; work closely with the bookkeeper to ensure timely and accurate expense account entry into our financial system, Quickbooks; ensure timely payment of invoices.

• Work closely with the bookkeeper to ensure the timely and accurate entry of income to the financial system and bank based upon the financial chart of accounts.

• Serve as primary contact for vendors and customers engaged in business transactions.

• Monthly account reconciliation in collaboration with the bookkeeper.

• Pull financial reports as needed.

 

Administrative (40%) ~16 hours/week

• Implement policies, procedures, and processes.

• Maintain accurate and up-to-date document files across all departments.

• Keep all office supplies in stock and inventoried.

• Maintain and enter donor records in the CFC donor database.

• Coordinate cross-programmatic needs for vehicles, equipment, and space.

• Calendarize or otherwise institutionalize regular maintenance of building, vehicles, and other equipment.

 

Human Resources (15%) ~6 hours/week

• Assist the Executive Director in facilitating the hiring and onboarding process of new employees.

• Serve as the liaison with the bookkeeper on payroll/benefit administration for current employees; ensure that all new hires are accurately added to the payroll and benefit systems.

• Maintain an up-to-date employee handbook; ensure that all new hires are introduced to and are trained on CFC policies and procedures as necessary by position.

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Organizational Values

Each employee upholds CFC organizational values, as follows:

• Dedication and commitment. We are bound by our mission to feed people, and we are invested in minimizing the harmful impacts of hunger.

• Fun! Humor heals. This can be emotionally taxing work and we remember to keep things light.

• Honesty, trustworthiness, and integrity. At our core, we cannot do what we do without believing in each other.

• Collaboration and teamwork. Fulfilling our mission is contingent on excellent cross-program communication.

• Care, empathy, and support. We lead with kindness and compassion for all those we interact with.

• Creativity and resourcefulness. How can we do our work in innovative ways that question the norm and get us further than ever?

• Tolerance and respect. Our uniqueness is what makes us special and our collective understanding of this allows all to flourish.

• Accountability and diligence. We are clear with our roles yet can side-step as needed. Our shared work ethic gets the job done.

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Qualifications

• Familiarity with Quickbooks and standard financial terms and procedures.

• Proficiency in Microsoft Office applications (particularly Word and Excel) and 365 Operating Environment, including Microsoft Teams.

• Ability to enter accurate records and keep accurate documentation.

• Strong organizational and interpersonal skills.

• Strong communication skills, both written and verbal.

• Ability to work independently, meet deadlines and successfully manage multiple tasks.

• Skilled in problem solving and navigating complex problems with multiple variables.

 

About CFC

Comfort Food Community (CFC) works to build community systems to alleviate rural food insecurity, improve health, and create a robust, sustainable local food system. We are headquartered in Greenwich, NY, a small town of about 5,000 people, in Washington County in the upper Hudson Valley. We provide food through a dynamic operation of programs. CFC operates with a paid staff of 12 and more than 75 volunteers. We promote a workplace that supports equity, diversity, and inclusion.