Administration - YWCA El Paso Del Norte Region

Administration

________________________________________
Asset Control Clerk
Pay Rate: Hourly $12/hr

Administration
40hrsM-F

JOB SUMMARY:
Under direct supervision, reviews, evaluates and recommends correction and/or improvement of internal, operational and management control systems relating to asset management.

ESSENTIAL DUTIES AND RESPONSIBILITIES: to perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. In addition to the requirements listed below, regular attendance in the workplace is an essential function of this position.

1. Regular attendance at Employer’s place of business and/or during particular hours, as assigned, is an essential function of this position. Employee must comply with and follow YWCA’s attendance policy at all times, unless a reasonable accommodation is requested and granted, as required by law.
2. Coordinates activities including, but not limited to, cash receipting, program registration, miscellaneous cash items, member management software posting, accounts receivable, bank balances and bank reconciliation.
3. Monitors member management cash receipting module. Ensures system is reconciled and balanced before posting. Audits daily shift totals for over 80 users. Investigates and processes refund requests, void transactions, NSF activities, credit card entries, and out of balance cash positions.
4. Reconciles all agency over/short accounts for all cash receipting.
5. Coordinates Electronic Funds Transfer (EFT) application modules for bank account and credit card reoccurring billings and assures compliance with customer authorizations on EFT drafting.
6. Reconciles agency bank accounts.
7. Documents bank reconciliation and compliance accounting procedures including cash receipting controls and duties.
8. Prepares and issues required financial statement detail, analyzes and reconciles accounts through journal entries.
9. Prepares and reviews closing and adjusting journal entries.
10. Assists with receipting if needed.
11. Prepares weekly Revenue reports for management.
12. Assists in the recording of inventory invoices and orders in the inventory database.
13. Updates and maintains computer inventory records to show current stock levels and usage order data.
14. Responsible for inputting the additions and deletions of assets in the fixed asset system.

JOB QUALIFICATIONS:
1. High School graduate or equivalent required; Associates Degree in accounting or related field preferred.
2. One (1) year experience in accounting, bookkeeping, or related clerical work is preferred.
3. Working knowledge of accounting and auditing principles and practices is preferred
4. Must have working knowledge of modern office practices, procedures, methods and equipment.
5. Must be proficient in use of PC and MS Office including Excel and Word.
6. Must be able to process numerical detail work accurately.
7. Must have effective verbal and written communication skills.
8. Able to interact with people at all levels, as well as to establish and maintain effective working relationships.
9. Ability to conduct presentations and facilitate group training sessions.
10. Requires initiative, judgment, and the ability to work under pressure with constant interruptions.
11. Must have access to a vehicle with required liability insurance and valid driver’s license.

________________________________________
Programmer
Pay Rate: Exempt

Administration
40hrsM-F

Under general supervision, based on the organizations strategic plan and objectives, will evaluate department/user programming and software needs. Analyzes, designs, prepares, codes, tests, debugs and develops needed software programs, technical manuals and user training materials for moderately complex programs. Provides needed software training and minimal website/intranet support and training.

ESSENTIAL DUTIES AND RESPONSIBILITIES: to perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. In addition to the requirements listed below, regular attendance in the workplace is an essential function of this position.

1. Regular attendance at Employer’s place of business and/or during particular hours, as assigned, is an essential function of this position. Employee must comply with and follow YWCA’s attendance policy at all times, unless a reasonable accommodation is requested and granted, as required by law.
2. Obtains on-going knowledge of organizations’ structure, programs, operations, fees offered, policy and procedures prior to program design and maintenance.
3. Designs customized programs for existing software and develops new programs for accounting and various departments at the agency.
4. Conducts regular software application training to new and existing employees.
5. Develops reports for all agency applications.
6. Researches new software needed to replace existing software and takes the lead in the development and implementation of new software acquired.
7. Participates in hardware/software testing and prototype processes to validate software functionality.
8. Seeks problem resolutions using all available internal and external resources, support lines, contracted resources and assigned training.
9. Provides documentation/project tracking and reporting.
10. Identifies and develops solutions for departmental/user process malfunctions utilizing programming methods, existing software solutions and/or developing manual processes and procedures.
11. Set up employee security access by function in all software programs.
12. Researches and tests viability with Blackbaud Sphere website functions to solve organizational growth needs.
13. Ensures Software License compliancy within the organization in accord with programming needs.
14. Maintains both manual and automated materials with user access to Intranet documentation.
15. Validates data storage needs based on database growth.
16. Designs and provides scheduling of needed software courses and training guides to assist staff in organizational applications, custom software and procedures.
17. Performs necessary database/program restorations.

JOB QUALIFICATIONS:
1. Bachelor’s degree from an accredited university in computer related field preferred.
2. Three (3) years experience in application programming and/or maintaining automated programs.
3. Must be experienced in MS-Access programming and Crystal Reporting, and SQL knowledge preferred.
4. Ability to think logically in solving problems assigned and/or in graphic form.
5. Must have broad knowledge of business and data analysis and data processing concepts.
6. Must be able to utilize MS-Windows Workstation Operating Systems, MS-Office Pro., E-Mail, Web environment, Windows Server Operating Systems, and ability to work with database design and administration.
7. Excellent verbal and written communication skills required.
8. Strong interpersonal skills required to establish and maintain effective relationships and be responsive and supportive with persons at all levels inside and outside the organization.
9. Must be well-organized and able to prioritize, multi-task and manage heavy workloads.
10. Must be willing to work evenings, weekends and be on-call as needed.
11. Must have analytical ability and be detailed oriented.
12. Must be able to work under pressure with interruptions.
13. Must be able to work independently and autonomously.
14. Must be able to make sound judgments and have excellent decision making skills.
15. Must be able to travel throughout the region as needed.
16. Must have access to personal vehicle and possess valid driver’s license and sufficient liability insurance.

Technical Monitor

Pay Rate: Hourly $12.36/hr


Administration
40hrsM-F

JOB SUMMARY:
Under general supervision, is responsible for monitoring of the Texas Department of Agriculture (TDA) Child Care and Summer Food contracts, and assisting in additional contract tasks.  Assists supervisor and lead monitor in the development and application of monitoring procedures, conducts desk reviews, training sessions, site visits and other tasks related to contract compliance.    This position is grant funded. Continuation of position is contingent upon the availability of grant funds.

 ESSENTIAL DUTIES AND RESPONSIBILITIES: to perform this position successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  In addition to the requirements listed below, regular attendance in the workplace is an essential function of this position.

  1. Regular attendance at Employer’s place of business and/or during particular hours, as assigned, is an essential function of this position. Employee must comply with and follow YWCA’s attendance policy at all times, unless a reasonable accommodation is requested and granted, as required by law.
  2. Schedules and conducts site visits monthly at assigned locations. Assures that management is informed of outcome and that monitoring reports are completed accurately and submitted to lead monitor.
  3. Conducts weekly desk reviews of assigned sites to include attendance records, meal production records and meal service records. Records all errors in meal tracking data base and follows YWCA procedures for additional reviews when errors are detected.
  4. Assures correction of meals claimed as appropriate based on outcome of site visits and desk reviews.
  5. Reviews time and inventory forms for assigned locations monthly and assures corrections when needed.
  6. Reviews all assigned claims data for food programs prior to submission to accounting for monthly billing.
  7. Reviews and verifies family eligibility and enrollment forms for assigned sites and assures that all new enrollees have accurate and complete forms on file.
  8. Assists in planning and delivering new staff orientation and annual training for Child Care and Summer Food Programs.
  9. Recommends process improvement and changes to YWCA Food Program policy and procedures as needed
  10. Organizes additional data gathering related to the Food Program, including Ethnicity reports, contract renewal documents, and required posting forms.
  11. Remains current on new policy implementation initiated by TDA, and inform all sites when appropriate.
  12. Reports non-compliance of TDA Food Programs to supervisor and assists in investigations or corrective actions as requested.
  13. Maintains accurate time records of activities related to TDA or Non-TDA activities.
  14. Maintains filing system for TDA documents as developed by Lead Monitor and assists with record storage and disposition.
  15. Performs clerical tasks to assist in the administration of TDA or other contracts as assigned.
  16. Assists on the switchboard for the administration building as assigned.

 

JOB QUALIFICATIONS:                                                              

  1. Associate’s Degree or 60 credit hours college level course work, with at least 12 credit hours in Business or Accounting, or equivalent experience or training.
  2. Two (2) years experience in client service field or contract administration.
  3. Must have excellent verbal and written communication skills.
  4. Must be able to relate to persons at all levels of the organization, as well as to providers outside the Agency.
  5. Bilingual capabilities in English/Spanish preferred.
  6. Must be organized and have numerical skills.
  7. Must be able to maintain highly confidential materials.
  8. Must have analytical ability and be detailed oriented.
  9. Must be well organized and be able to handle multiple priorities.
  10. Must be able to work under pressure with interruptions.
  11. Basic to intermediate knowledge of Microsoft software including Excel, Word and Power Point required.
  12. Must have access to vehicle and possess valid driver’s license and sufficient liability insurance.
  13. Must have certifications for food handling or be able to obtain them within 30 days after hire date.

 

Recruiter

Pay Rate: Hourly $15/hr


Administration
40hrsM-F

JOB SUMMARY
Under general supervision manages the entire recruiting and hiring process. Performs a variety of duties related to human resources including employment application processing, record input, record maintenance and reporting.

ESSENTIAL DUTIES AND RESPONSIBILITIES: to perform this position successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  In addition to the requirements listed below, regular attendance in the workplace is an essential function of this position.

  1. Regular attendance at Employer’s place of business and/or during particular hours, as assigned, is an essential function of this position. Employee must comply with and follow YWCA’s attendance policy at all times, unless a reasonable accommodation is requested and granted, as required by law.
  2. Prepares for and attends job fairs and ensures the representation of the YWCA is received with quality customer service and excellence.
  3. Coordinates staffing efforts: screening applications, phone screens qualified applicants, interviews, presents job offers.
  4. Prepares and posts job openings weekly and addendums daily to the central job posting board and the YWCA website. Updates job posting sites by computer as openings occur.
  5. Receives and reviews internal transfer requests for qualifications and accuracy. Follows up for receipt of missing or incomplete items. Completes section of form related to human resources records for employees.
  6. Authorizes and places classified advertisements in newspapers and other postings sites.
  7. Answers general inquiries and assists with questions, issues, benefits feature, and completion of forms related to human resources and employment application status. Ensures excellent customer service to applicants, employees, callers and visitors.
  8. Reviews and authorizes job opening requests from hiring supervisors for accuracy and completion.
  9. Processes applications received on the web page daily and interacts with applicants for further information as needed.
  10. Makes decisions based on qualifications and pre-screening for referral of applicants to hiring supervisors for interviews based on procedures.
  11. Evaluates Hiring Justification Forms, makes decisions and notifies hiring supervisors of approval for hire. Ensures return of electronic or hard-copy applicant referral forms and status of hiring decisions for job openings and enters data into the computer records.
  12. Completes background checks and processes for new hires. Follows up on discrepancies and communicates appropriately to recipients.
  13. Coordinates new hire orientation. Prepares sign in sheet and individual packets for each attendee.
  14. Authorizes pre-hire employees to begin prior to New Hire Orientation classes. Ensures processing of I-9 documentation for W-4 information for these employees.
  15. Verifies invoices for accuracy and prepares requests for payments with accompanying documents for advertising, background checks, and other requests for payments as needed.
  16. Prepares and distributes employment verifications.
  17. Maintains Applicant Flow database for government reporting. Accumulates and inputs information for periodic reporting, including HR Activity Report and Applicant Data Flow Report.
  18. Coordinate Employee Referral program (enter and maintain payouts).
  19. Prepares and files new hire personnel folders. Maintains files and folders for various human resources records related to employees.  Files other confidential documents into folders.  Purges and stores termination personnel files.
  20. Assist with HR projects as needed

 

JOB QUALIFICATIONS:

  1. High School graduate or equivalent required, related college degree preferred. Additional courses or seminars related to employment, benefits, payroll, and salary administration helpful.
  2. One (1) year human resources, payroll, and/or computer input experience required. Additional education may be substituted for experience.
  3. Must have knowledge of or be able to learn employment regulations including EEOC, ADA, ADEA, IRCA and FMLA within 90 days of hire.
  4. The ability to design and implement recruiting strategies.
  5. Must be able to handle highly confidential materials and information.
  6. Must have excellent verbal communication skills with ability to relate to all types of individuals at all levels in a courteous and friendly manner.
  7. Must have hands-on knowledge and experience of MS software including Excel and Word and be skilled at accurate and timely data input and retrieval.
  8. Must be well-organized and be able to prioritize work.
  9. Must be able to work well under pressure with continual interruptions.
  10. Must have ability to exercise sound judgments.
  11. Must take initiative, be flexible, and work as a team member.
  12. Bilingual capabilities in English/Spanish a plus.
  13. Must have access to a vehicle, possess a valid driver’s license and have sufficient liability insurance.

 

A/P Clerk
Pay Rate: Hourly $13/hr


Administration
40hrsM-F

JOB SUMMARY:
Under direct supervision, performs a variety of bookkeeping, banking, and accounting tasks in the preparation and maintenance of diversified accounts and financial records, applying accepted procedures to the preparation and maintenance of accounting and other records

 ESSENTIAL DUTIES AND RESPONSIBILITIES: to perform this position successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  In addition to the requirements listed below, regular attendance in the workplace is an essential function of this position.

  1. Regular attendance at Employer’s place of business and/or during particular hours, as assigned, is an essential function of this position. Employee must comply with and follow YWCA’s attendance policy at all times, unless a reasonable accommodation is requested and granted, as required by law.
  2. Performs computer input in accounts payable software.
  3. Reconciles A/P reports and related expense accounts to the general ledger.
  4. Ensures that invoices are paid in a timely manner and according to the Agency policies and procedures.
  5. Audits requisitions, purchase orders, invoices and contract invoices for accuracy and make sure all supporting documents are in compliance with Agency policies and procedures.
  6. Posts detail and audits distribution.
  7. Receives and/or disburses funds related to the assigned area of responsibility.
  8. Maintains cost records, allocating expenditures to accounts in accordance with established procedures.
  9. Obtains W-9s from new vendors and files existing W-9s.
  10. Maintains various spreadsheets and data bases as required.

 

JOB QUALIFICATIONS:                                                              

  1. High School graduate or equivalent required; Associates Degree in accounting or related field preferred.
  2. Three (3) to five (5) years experience in information systems, accounting, bookkeeping, or related clerical work involving advanced recordkeeping (directly related business school or college courses may be substituted equally for up to two (2) years experience); or any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.
  3. Comprehensive knowledge of bookkeeping theories and practices and accepted office procedures required.
  4. Some knowledge of intermediate accounting procedures required.
  5. Working knowledge of personal computer and excel, word, and access MS software applications required.
  6. Ability to perform mathematical computations with reasonable speed and accuracy with and without mechanical assistance required.
  7. Ability to prepare financial and other records of moderate complexity in a neat, legible manner required.
  8. Ability to understand and follow complex verbal and written instructions and technical or legal terminology required.
  9. Must be able to establish and maintain effective working relationships with coworkers.
  10. Good telephone, writing, and conversational skills required.
  11. Requires initiative, judgment, and the ability to work under pressure.
  12. Access to a vehicle with required liability insurance and valid driver’s license.