Senior Administrative Specialist

Job Description

SupplyBank.org seeks an experienced, energetic and mission aligned professional to join our team as its Senior Administrative Specialist. The ideal candidate will have a minimum of 3 – 5 years of administrative and accounting/bookkeeping experience, a keen attention to detail and timeliness, and an ambition to grow with an organization focused on innovative solutions to societal problems. The successful applicant will be prepared to plug into a fast-paced office environment composed of a small but mighty (and growing) team working to address the basic needs of hundreds of thousands of low-income children and families throughout California to foster pathways out of poverty.

This position will be based in our Oakland office, in office days will be Monday – Thursday, with the option to work from home on Fridays. We encourage candidates from all backgrounds with the qualifications listed below and a sincere passion for making a lasting change in their community to apply.

About SupplyBank.org

Mission Statement

SupplyBank.org works through trusted local partnerships to strengthen the social safety net and deliver essential supplies to children and families in need.

Vision

All people have the essential supplies they need.

Background

SupplyBank.org centralizes procurement and in-kind donations to provide upwards of $3 worth of necessities for every $1 invested. In few years prior to the Pandemic, the Organization provided more than $60 million worth of materials including diapers, hygiene supplies, school supplies and other essentials to hundreds of thousands of low-income children and families throughout California. Our largest programmatic footprint remains in the Bay Area, but with significant growth in all 58 counties.

By distributing materials through a statewide network of partnering agencies that provide additional resources supporting pathways out of poverty, we aim to both alleviate the immediate symptoms of poverty, while incentivizing families to participate in programs that provide pathways towards self-sufficiency. Leveraging existing investments into the safety net enables SupplyBank.Org to distribute critical materials through an existing and trusted infrastructure with a leg up approach (no line), while minimizing our operational costs.

Oakport Street Project – Oakport.org

Our next phase will begin with the completion of the Oakport Street Project Oakport.Org, which will include our new 120,000 sq. ft. distribution center, 160,000 sq. ft. nonprofit center, 24 hour childcare for employees, massive murals, a two-acre rooftop farm and reentry job training program with permanent placements. With its completion, our programs for poverty alleviation, immediate disaster relief and others will scale to meet regional and statewide needs. See more at www.oakport.org.

Principle Duties and Responsibilities

The Senior Administrative Specialist is the master of details and fine print to help successfully run the office operation at SupplyBank.org, board coordination and on point for several functions of the Finance Department. In addition to acting as the greeter in chief and office management, this position manages several other tasks that are key to the organization’s growth and success. There is also substantial growth opportunity for the right candidate interested in a higher level of office management and responsibilities in the Finance Department.

This position reports to the Director of Finance for finance department responsibilities and the Executive Director for board management, but will often work with other members of our great team on various tasks.

Office Management

• External Affairs: You will be the primary first point of contact for the organization. Clear written communication at a professional level with stakeholders, contributors, partners, governmental offices, staff and the public at large.
• Travel: Coordinate travel arrangements and reimbursements as needed.
• Greeter in Chief: Serve as the primary greeter for the organization. Accommodate guests and make sure they are comfortable.
• General Reception: Serve as the primary for phone intake (calls and messages taken); assign other staff for the phone calendar, other general reception duties.
• Address Routine Technical Issues: Work with the Deputy Director and/or third party vendor on hardware and software issues.
• Routine Filing: Learns and maintains office filing system on the cloud and traditional.
• Master of Details: Serve as the organizational point person for all events to ensure all details are double-checked for specified events including board meetings, luncheons, and other events.
• Supervisor: Manage and supervise office administration interns, currently one on staff.
• Miscellaneous Tasks: Perform other miscellaneous office management tasks as needed. These may include, but are not limited to the following:
  1. Office supplies review and snack orders within budget
  2. External vendor contact/orders (ex: FedEx and business cards)
  3. Managing quarterly meetup days, staff surveys/assessments, and other duties.
  4. Thank you letters to donors/contributors
  5. Staff events for the organization

Finance Department

• Account Payable: Own and maintain our accounts payable in QuickBooks for all non-inventory related items. Support the Operations and Finance Department with inventory related items as needed.
• Accounts Receivable: Process all Accounts Receivable invoices, which are not related to contracts with product inventory.
• Accounting Practices: Own and maintain all hard copies and virtual copies of accounting files. Make sure that items are filed and maintained in accordance with departmental procedures and best practices.
• Data Management: Strong data management skills. The ability to not only enter data into QuickBooks, but to understand the account processes behind this data, and make inform decisions when entering items.
• Report Generation & Management: Generate reports from QuickBooks as needed. Ability to review these reports and provide them along with thoughtful analysis to the Director of Finance for review.
• Office Budget: Develop and maintain the office supply budget with the Director of Finance and/or other appropriate staff.
• Reimbursements: Process reimbursements for the Executive Director and Board of Directors monthly or as specified.
• Budgets: Prepare reports on expenses for travel arrangements, conferences, events and other activities for the Director of Finance and/or other staff as specified.

Key Qualifications

• Education: A bachelor’s degree is preferred, but additional years of work experience will be taken into consideration for the right candidate with a relevant two-year degree or credential(s).
• Experience: No less than three years of experience in a similar role, ideally in a non-profit setting, working in a finance or office administration role. The preferred candidate may have five years or more years of experience in this role.
• Written Communication: Clear and concise written communication skills with attention to detail. This is a key qualification for this position.
• Verbal Communication: Polite demeanor and a genuine joy in working with others over the phone and in person. An ability to clearly articulate to individuals and groups as needed while representing SBO. This is a key qualification for this position.
• Strong Attention to Detail: Ability to manage multiple tasks throughout the day without a need for substantial oversight. Someone who can be collaborative and independent when needed.
• Computer Skills: Strong command of Microsoft Office Suite, QuickBooks and/or similar systems, basic understanding of Salesforce or similar CRM, Google Suite, Dropbox and Windows.
• Vision, Drive and Impact: Interest in supporting impacted communities from various backgrounds and experiences. Understanding of California state and local government agencies that assist low-income children and families.
• Valid California driver’s license, adequate insurance and the ability to drive to meetings and events, or access to regular/reliable transportation.

Compensation

The Senior Administrative Specialist will be a full-time, exempt position with benefits commensurate with experience and performance. SupplyBank.org offers health, vision, and dental benefits, and a Simple IRA with a 3% gross company match. This position has a salary range of $58,000 – $68,000 dependent on qualifications and experience.

SupplyBank.org welcomes and encourages applicants of any race, color, religion, sex, gender identity, sexual orientation, pregnancy, age, national origin, physical or mental disability, military or veteran status, genetic information, or any other protected classification.
Application Instructions

Interested candidates should submit an up-to-date resume and thoughtful cover letter through JobScore.

PLEASE NO PHONE CALLS OR DIRECT EMAILS TO STAFF.
General Information

The above statements are intended to describe the general nature and level of work being performed by the individual assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required.

Incumbents within this position may be required to assist or find appropriate assistance to make accommodations for disabled individuals in order to ensure access to the organization’s services (may include: visitors, patients, employees, or others).