Administrative Director

Job Description  

Position: Administrative Director 
Status: Part Time; 24-30 hours weekly, flexible between 8:30am – 5:00pm 
Pay Range: $20 per hour 
Reports to:  Executive Director

Position Summary: The Administrative Director provides high quality administrative leadership to the front office through active participation in the office’s day-to-day operational functions.  They support the organization and staff in developing and maintaining policies and procedures, offering hospitality to our community, recording accurate records of donor giving and information, bookkeeping, maintaining personnel files, assisting in the onboarding of volunteers, and supervising office volunteers.  The Administrative Director is supervised by the Executive Director and works in partnership with the Associate Executive Director.  The Administrative Director will have a heart for the Kingdom of God, a passion for Christ and embrace the mission and vision of Escape YFGK (Escape Ministries). 

Position Responsibilities 

Administration 

  • Ensure a healthy and safe environment, maintain office facilities, equipment and supplies. 
  • Answer phones, welcome guests and direct people to the appropriate staff or resource.
  • Supervise volunteer receptionists at the front desk.
  • Maintain adequate inventory of supplies and services (in accordance with the budget) to support the administration, operation, and programs for the organization 
  • Process volunteer applications, including background and reference checks. 
  • Assist staff with digital communications: updating website, Instagram, and Facebook, and quarterly e-newsletters.
  • Process receipts, mailings and other information and ensuring they are distributed to the appropriate person or place.  
  • Secure and maintain contracts with vendors and suppliers. 
  • Maintain complete and accurate files on all employees and volunteers including submitting criminal background checks for review and filing. 
  • Monitor and implement policy and procedures for staff and volunteers and review regularly to reflect best practices for ministry.
  • Provide back-office support for special events; assist with planning, registrations, logistics and clerical support.
  • Monitor organizational insurance policies for renewal and reporting.
  • Coordinate with IT vendor for technology support.
  • Coordinate security services of the premises with security vendor.

Fiscal Management  

  • Serve as the primary liaison with outside accounting firm. 
  • Monitor and record all account payables in QuickBooks, following approved accounting and basic bookkeeping procedures.
  • Monitor staff schedules and timekeeping to ensure accurate payroll is submitted to accountant in a timely fashion. 
  • Ensure all donations are properly receipted and recorded accurately in the donor database.
  • Develop procedure for donations to be processed and accepted.
  • Prepare bank deposits for all donations, record into donor database, and provide reports as requested.
  • Prepare all bank deposits for entry into QuickBooks.
  • Provide current account balances for each Board meeting. 
  • Participate in development and implementation of annual budget.  
  • Record and track expenditures of grant funds and assist in the reporting of the use of grant funds and their results. 

Vehicle Maintenance and Oversight  

  • Create policy and procedure for ministry vehicle reservation and accident/incident reporting. 
  • Ensure ministry vehicles are prepared with emergency/roadside kit, PPE equipment, sanitizer, First Aid and current registration and insurance information. 
  • Ensure travel logs are in each vehicle with completed destination and mileage and turned in by designated time. 
  • Maintain proper vehicle insurance and registration, updating tags and necessary documentation is in each vehicle.
  • Monitor completion of driving record checks for all drivers of ministry vehicles.  
  • Schedule routine maintenance and service of ministry vehicles. 

Certification/Skills 

  • Education and experience in office management, supervision and bookkeeping. 
  • Knowledge of general office operations and clerical procedures and practices.
  • Familiar with Ottawa County resources. 
  • Ability to maintain a positive work culture and work as a team.
  • Demonstrated proficiency in Microsoft Office, Microsoft Teams, Google Suite and Canva  
  • Competent in accounting software – preferably experience with QuickBooks. 
  • Ability to work independently and to problem solve.  
  • Commitment to respect confidential information of programs, staff, families, donors, vendors, and volunteers.  
  • Ability to update website content.
  • Able to pass background check and drug screening.
  • Experience working with diverse populations and demonstrated ability for cultural competency. 
  • Demonstrated ability to organize, direct, plan and manage multiple projects. 
  • Leadership skills and understanding of group dynamics, decision making and delegation. 
  • Ability to train, develop and supervise office volunteers 
  • Excellent organizational, written, and verbal communication skills. 
  • Licensed and insured driver, with clean driving record and ability to drive a 12-passenger van. 
  • First Aid/CPR certification (required within three months of hire date) 

Application Process: Interested individuals are invited to submit their cover letter and resume to LindaJacobs@escape-out.org