Reporting to the Executive Director and in support of the Executive Director, the Board of Directors, and the Controller, the Executive Administrator provides support in administration and basic accounting. The Executive Administrator acts with decorum as the primary receptionist for the Executive Director, and supports her in all of her efforts. It is important that the individual is enthusiastic about the mission of this ministry and is efficient and comfortable being a member of a team. The ideal candidate is resourceful, process oriented, a good problem solver, and organized. The ability to shift gears and be flexible when priorities change also are desired attributes. Assuring a steady completion of workload in a timely manner is key to success in this position.
Provide administrative support to Executive Director:
Perform and complete all administrative tasks requested by Executive Director. Tasks will vary from writing letters, to formatting reports, to keeping calendars up to date.
Work independently and within a team on special nonrecurring and ongoing projects. Act as project manager for special projects at the request of the Executive Director.
Keep the Executive Director’s calendar; handle scheduling, meeting/task prep, follow-up, and other support as needed.
Answer phone for Executive Director. Take messages or field/answer routine and non-routine questions. Work in cooperation with Office Manager to cover main line during her absence.
Open and organize Executive Director’s mail.
Make photocopies and scans, complete mailings, and manage and archive documents.
Welcome guests visiting the Executive Director and prepare for special visits.
Coordinate with Office Manager and Development and Marketing Associate to ensure priority correspondence from admin office reaches Executive Director.
Develop a clear understanding of key relationships and develop a working relationship with them (Daughters of Charity, Donors, Key Volunteers).
Attend weekly Leadership Team meetings. Write and distribute minutes. Note actions Executive Director must take and support her in completing them.
Serve as staff liaison to Board of Directors and Provincial Council of the Daughters of Charity:
Work with Executive Director to prepare electronic packet and meeting materials for board meetings.
Set up board meetings and attend meetings when appropriate.
Send out board meeting requests and track responses.
Track Board Members’ contact information, terms, committee membership, and the like.
Respond to Board Member and Provincial Council staff and members’ inquiries and administrative needs.
Proactively provide the Council all reports, updates, and communications.
Provide accounting and bookkeeping support to the Controller and Development Department:
Collect debit expense record slips from managers, and enter all debit expenses into QuickBooks for reconciliation of debit card expenses to bank statement.
Process routine bills as specified by Controller.
Manage Petty Cash and Check requests for reimbursements.
Mail or deliver payments to payee.
Check for accuracy on all invoices, debit card expense forms, and petty cash receipts and approve for payment or secure approval as directed by Executive Director/Controller.
File vendor invoices.
Resolve any invoice payment issues (vendors, staff reimbursements, etc.).
Process all revenue from programs, including recording the income in the Revenue Book and spread sheets, prepare deposits, and issue receipts as necessary.
Use remote deposit scanner to make all deposits and/or give deposits to appropriate person for deposit. Record deposit and file deposit receipt.
Follow up on Accounts Receivable to ensure timely payments.
Assist with the annual financial audit and other program audits as required.
Process payroll on the Monday before payday (every other Friday, for 26 pay periods/year):
Collect staff time sheets from managers, resolve errors, and provide consolidated payroll worksheet to Controller by EOB on Tuesdays before payroll.
Maintain record of all SJS Directors and Admin/Development staff time off, sick time, etc., and compare to payroll record prior to final payroll approval.
Ensure that Controller or ED runs payroll prior to 5PM on Wednesdays before payday.
St. Joseph Services (SJS), a Vincentian Ministry, was started in 2001 when St. Joseph Hospital on Chicago’s north side was transferred to Resurrection after more than 90 years as a Daughters of Charity Ministry. The Daughters seeded SJS to work on Chicago’s west side, specifically the poverty laden communities of Humboldt Park and Austin. Today SJS focuses on educational support for students of al...l ages, with year round out of school time programs, adult literacy, computer literacy, and employee skills development. SJS has more than 1,200 program participants, 400 volunteers, 30 paid staff, and 6 program sites.
Our Mission: Inspired by the vision of St. Vincent de Paul, St. Joseph Services educates youth and adults, developing values and talents through collaborations to strengthen communities.
Our Vision: Transforming lives to transform communities.
Our Values: Collaboration, Hospitality, Empowerment, Excellence, Respect, Service