Administrative Coordinator

Job Title: Administrative CoordinatorOrganization: Cleveland Kids’ Book BankLocation: MidTown Cleveland WarehousePosition Type: F/T 40 hours per weekHourly Rate: $25Schedule: Monday – Friday 9:00 am – 5:00 pmReports to: Executive DirectorSupervises: NoneDescription:The Cleveland Kids’ Book Bank seeks an Administrative Coordinator who will play a pivotal rolein ensuring the successful operation of administrative functions within the organization. Thismultifaceted position encompasses various responsibilities, including administrative fiscalmanagement, office management and purchasing, customer relationship management (CRM /donor database) and administrative functions for HR and employee benefits.Key Responsibilities:Fiscal Coordination:Process invoices, expense reports, and vendor payments accurately and in a timely manner.Monitor accounts receivable, follow up on outstanding payments, and maintain records of transactions.Update QuickBooks software to track financial transactions, generate reports, and ensure compliance with accounting standards.Prepare and make bank deposits accurately and promptly.Manage petty cash funds and reconcile petty cash transactions.Reconcile credit card statements and ensure accuracy of transactions.○ Properly file expenses with required documentation.Resolve discrepancies and follow up on outstanding items.Perform monthly bank and account reconciliations to ensure accuracy of financial records.Investigate and resolve any discrepancies.Donor Database Management:Maintain and update donor information in the organization’s database.Complete ongoing audits and clean up of the database for accuracy.Generate reports and donor acknowledgments as needed.Human Resources and Benefits:Assist with HR duties such as onboarding paperwork, maintaining employee records, and coordinating benefits enrollment.Assist in the planning, execution, and tracking of various business and HR projects and initiatives.Process payroll accurately and in compliance with applicable laws and regulations.Maintain payroll records and address employee inquiries regarding payroll matters.Office Management:Order office and operational supplies and equipment with cost-effective procurement practices.Liaise with vendors to negotiate pricing and terms.Monitor inventory levels and order as needed.Coordinate meetings, conferences, and events, ensuring timely scheduling and distribution of relevant materials.Prepare and edit documents, reports, and presentations.Provide administrative assistance to Directors and Managers, including managing calendars, and light travel arrangements and expense reporting.Facilitate communication between departments to promote collaboration and information sharing.Provide administrative assistance to Directors and Managers, including managing calendars, and light travel arrangements and expense reporting.Qualifications:Bachelor’s degree in Business Administration, Finance, Accounting, or a related field preferred.Previous experience in administrative roles, with exposure to accounts payable/receivable, payroll processing, and financial management.Proficiency in QuickBooks and Google Suite.Experience using donor databases (Little Green Light preferred).Strong organizational and time management skills, with attention to detail.Excellent communication and interpersonal abilities.Ability to multitask and prioritize tasks effectively in a fast-paced environment.Knowledge of HR processes and benefits administration is a plus.Reports to: Executive DirectorBenefits:Competitive salary, healthcare benefits, paid time off, and professional development opportunities.Application Instructions:To apply, please submit a resume and cover letter outlining your qualifications and interest in the position to hr@kidsbookbank.org.The organization is committed to diversity, equity, and inclusion and encourages individuals fromall backgrounds to apply.Note: This position description outlines the primary duties and responsibilities of the Administrative Coordinator role. Additional tasks may be assigned based on organizationalneeds and priorities.Culture:At the Kids’ Book Bank, we are a small but mighty team dedicated to getting more books to more children and fostering a love of reading. We embrace creativity, collaboration, and respect for one another. Each team member is deeply passionate about our work, and we are always open to new approaches and partnerships.The Cleveland Kids’ Book Bank is an equal opportunity employer. We make hiring decisions without regard to race, religion, sex, national origin, ethnicity, age, disability, sexual orientation, gender identity, or medical condition.