Administration - YWCA El Paso Del Norte Region

Administration

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Chief Operating Officer
Pay Rate: Exempt*commensurate with experience

Administration
40M-F some Saturdays and evenings

JOB SUMMARY:
The Chief Operating Officer (COO) is directly responsible for developing and executing the internal operational strategies necessary to achieve the goals and objectives of YWCA El Paso del Norte Region. The COO will ensure the internal daily planning, implementation, management, and oversight of the organization. The Chief Operating Officer will directly supervise organizational administrators and will serve as program administrator when positions are vacant.
The Chief Operating Officer is appointed by and reports to the Chief Executive Officer.

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. Provides day-to-day operational support that mirrors the mission and core values of the YWCA El Paso del Norte Region with the highest level of personal integrity.
3. Administers, directs and monitors assigned programs, operations, and departments.
4. Develops procedures and controls to promote communication and adequate information flow within the organization.
5. Establishes and administers program and department internal controls that comply with grant, local, federal, and organizational policies and procedures.
6. Assists the CEO in the planning and formulation of the long-range goals of the organization.
7. Provides timely, accurate, and complete reports to the CEO on agency performance.
8. Ensures all programs and departments meet the short-term and long-range plans, and budgets based on defined agency goals and growth objectives as determined by the CEO.
9. Monitors monthly financial reports to assure that revenue targets are met and expenses are controlled.
10. Takes action to improve performance and achieve financial goals.
11. Initiates and implements process improvement strategies relating to workflow, quality of programming, safety and experience.
12. Gives direction and provides coordination to each program, to assure achievement of annual goals.
13. Fosters a climate of innovation and leads administrative staff in the planning, development, and implementation of program activities
14. Lead processes to implement technology and other operational improvements to improve efficiency and performance.
15. Ensure that all program activities operate consistently and ethically within the mission and values of the organization.
16. Foster a success-oriented, accountable environment within the organization.
17. Attracts and retains a highly competent, mission-oriented, diverse, and values-driven leadership team and workforce.
18. Monitors and supervises job level performance of assigned staff.
19. Performs other duties or related projects as assigned.

JOB QUALIFICATIONS:
1. Master’s Degree minimum in Business Management, Business Administration, Non-Profit Management, Public Administration or closely related field;
2. Minimum of fifteen (15) years’ experience of supervisory experience overseeing high level leadership personnel.
3. Minimum of fifteen (15) years’ experience of successful and proven operational and administrative experience required.
4. Minimum of fifteen (15) years’ experience at a COO or CAO level.
5. Minimum five (5) years of grant administration experience preferred.
6. Proven track record of success facilitating progressive organizational change and development within a growing organization and/or company.
7. Excellent judgement and creative problem-solving skills including negotiation and conflict resolution skills.
8. Must have excellent verbal and written communication skills.
9. Excellent interpersonal and listening skills required, with ability to interact at all levels.
10. Strong mentoring or coaching experience to a team with diverse levels of expertise.
11. Must be highly organized, able to handle multiple priorities, and able to work independently and autonomously as needed.
12. Must be flexible and able to work under pressure with interruptions.
13. Strong analytical and critical-thinking skills with the ability to identify and leverage relevant data to use in planning and decision-making.
14. Must possess creative energy, be a self-starter, require minimal supervision, and be able to work individually and as a member of a team.
15. Must be able to positively impact both strategic and tactical financial and administrative initiatives.
16. Ability to operate as an effective strategic thinker.
17. Possess and passion for YWCA El Paso del Norte Region’s mission, vision, and core values.
18. Ability to relate effectively to diverse groups of people from all social and economic segments of the community, track record of building authentic, constructive relationships with others.
19. Hands-on personal computer skills required, including experience working with Microsoft Word and Excel.
20. Bilingual capabilities in English/Spanish a plus.
21. Must have access to vehicle and possess valid driver’s license and sufficient liability insurance.

Grants and Contract Billing & Purchasing Clerk
Pay Rate: Hourly *commensurate with experience

 

Administration
40M-F 8am-5pm, some Saturdays and evenings

JOB SUMMARY:
Under general supervision, coordinates billing and collection of funds from grants and contracts for any YWCA programs and new initiatives related to expenditure activity, to ensure conformity to federal, state, local, or private rules, regulations or contract commitments.

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 and monitors budgets, financial statements and operating data. Prepares and reviews billings and expenditures; and reviews, interprets and reports on actual performance compared to budget monthly, recommending corrective action to alleviate variances.
3. Communicates deadlines and receives billing documents for monthly contract and grant accounting activity to ensure compliance with Agency monthly and annual closing schedule.
4. Ensures accurate billings of all reimbursable contracts and proper recognition of revenue.
5. Ensures proper and accurate recognition of revenue for advanced grants and restricted donations and reconciliation of all deferred revenue accounts and restricted revenues.
6. Evaluates monthly progress of contract and grant activity to ensure expenditures and program accomplishments are in accordance with award stipulations reviewing variances with the Contracts and Compliance Officer and Chief Financial Officer.
7. Maintains and reconciles all aged accounts receivable listings and directs collection efforts.
8. Reconciles all receivables and revenue accounts related to grants and program related contributions to ensure proper receipting of cash to the proper accounts.
9. Stays current on any new contracts and grants and internal and external monitoring reports that impact the grants financially.
10. Maintains and reconciles the Schedule of Federal Expenditures (SFE) for the Agency and Child Care Services. Reconciles the SFE monthly to the general ledger and coordinates review with external auditors.
11. Becomes familiar with requirements of grants and contracts, as well as operating department procedures and policies related to grants and contracts.
12. Issues all purchase orders for the agency.
13. Reviews supporting documents for agency purchases in accordance with federal guidelines and agency policies and procedures and makes online payments for departments purchases.
14. Performs other accounting related tasks as assigned.

JOB QUALIFICATIONS:
1. At least three (3) years’ experience in related job required.
2. Must have working knowledge of government contracts, OMB Circular A-133, non-profit state and federal tax legislation and regulations affecting the YWCA.
3. Must be proficient in billing procedures for all contract billings.
4. Must have excellent verbal and written communication skills. Excellent interpersonal and listening skills required, with ability to interact at all levels.
5. Must be highly organized, able to handle multiple priorities, and able to work independently and autonomously as needed.
6. Must be flexible and able to work under pressure with interruptions.
7. Must possess creative energy, be a self-starter, require minimal supervision, and be able to work individually and as a member of a team.
8. Hands-on personal computer skills required, including experience working with Microsoft Word, Access, Excel and PowerPoint software required.
9. Bilingual capabilities in English/Spanish a plus.
10. Must have access to vehicle and possess valid driver’s license and sufficient liability insurance.

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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.

 

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Programmer
Pay Rate: Exempt $starting at 35,568/yr

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.