Office Administrator

Job Description

Office Administrator

Full time, 35 hours per week

Friends Publishing Corporation is an independent, nonprofit, Quaker organization. Our mission is to communicate Quaker experience in order to connect and deepen spiritual lives. We publish the magazine Friends Journal, the video project QuakerSpeak, and online properties including friendsjournal.org, quakerspeak.com, and quaker.org. We’re seeking a friendly, responsible colleague to join our team.

Purpose of Job

The office administrator role supports customers, colleagues, and leadership by providing expert handling of correspondence and transactional activity.

Qualifications

5 years administrative experience in an office or nonprofit setting, or equivalent. Coursework or training in business or accounting is a plus.

Excellent organizational and time management skills

Ability to work independently and track multiple projects

Good spoken and written English communication skills, including the ability to write business correspondence

Familiarity with office software (Google G Suite and Microsoft Office, primarily word processing and spreadsheets)

Familiarity with Customer Relationship Management database software (Salesforce or a fundraising CRM preferred)

Familiarity with accounting software and procedures (preferably Quickbooks)

Excellent record of financial responsibility

Capable of lifting 20 pounds

Responsibilities

Customer Service

Provides friendly front-line customer service, including by phone and email

General Administration

Meets with the executive director regularly to discuss and plan administrative activities and projects

Maintains a tidy and organized office

Monitors supply levels, coordinating purchasing as necessary

Sorts and routes all incoming mail

Maintains up-to-date documentation of procedures and logs of tasks accomplished

Bookkeeping and Data Entry

Processes donation transactions, subscription and membership transactions, and advertising payments

Prepares cash receipts from checks received and makes timely bank deposits

Maintains proper records of payments received

Processes credit card and electronic payment transactions as needed

Performs data entry in CRM software to reflect payments received or other activity

Prepares invoices (including membership, advertising, and pledge reminders) monthly and more frequently as needed and operates mailing equipment in office

Monitors accounts receivable, sends statements, and follows up with customers to keep accounts up to date

Receives invoices to be paid and routes them to colleagues for approval

Maintains proper files of checks written

Tracks, records, and reports staff leave and sick time

Compiles documents and reports needed to assist the outside accounting service with the timely closing of Friends Publishing Corporation’s books monthly

Assists the outside accounting service with queries that surface during monthly reconciliation

Assists the executive director in analyzing income and expenses and assists in the preparation of the annual budget

Assists the auditors annually with their preparation of year-end financial statements, in consultation with the executive director and outside accounting service.

Correspondence and Other Responsibilities

Produces timely correspondence to customers, including donation acknowledgments and replacement issues

Coordinates with the executive director and other staff as necessary to determine an issue print order

Sends print order to printing facility in accordance with the production schedule

Prepares labels for each issue and sends the labels electronically to the printing facility

Oversees the printing and mailing of renewal forms and bills for monthly mailings

Prepares and sends packages as needed

Prepares printed materials and provides logistical support for Board of Trustees meetings three times a year

Provides in-office logistical support for remote or traveling colleagues, as necessary

Assists as needed with other mailings & shipments

Participates in regular staff meetings, retreats, and training

Other duties as assigned

Working Conditions

Works from our modern office at Friends Center, 1501 Cherry Street, Philadelphia, PA 19102. One to two days/week remote work is possible after training, subject to supervisor approval.

Working hours are generally 9am to 5pm with a one-hour break. Full time is 35 hours per week. Evening or weekend work requirements are very occasional, once or twice per year.

Relaxed dress code.

Compensation

Salary in the range of $40k-$44k, depending on experience and qualifications

Medical and dental insurance with a generous employer contribution

Paid vacation and sick leave

401(k) retirement plan with employer contribution and match

Flexible Spending Accounts for health, dependent care, transit, and parking

Employer-paid life, disability, and AD&D insuranceCompany Description

Friends Publishing Corporation is an independent, nonprofit, Quaker organization. Our mission is to communicate Quaker experience in order to connect and deepen spiritual lives. We publish the magazine Friends Journal, the video project QuakerSpeak, the podcast Quakers Today and online properties including quaker.org.