Special Service for Groups
Job Announcement
Title: Operations/Executive Associate
Division: Orange County Asian and Pacific Islander Community Alliance, Inc.
Supervisor: Executive Director and Operations Manager
FLSA: Non-Exempt
Pay Range/Rate: $ 13.00-16.00 per hour (40 hrs/100% FTE). DOE
Benefits are included.
Summary
The Finance/Administrative/Executive Associate is responsible for supporting day-to-day aspects of center operations, including but not limited to office management, administration, and finance and grant compliance. Works closely with the Executive Director to achieve organizational objectives and serves on OCAPICA’s Management Team. “Special Service for Groups/OCAPICA is an Equal Opportunity/Affirmative Action Employer”
Essential Functions
Fiscal and Grant Management (40%)
¨ Assist with fiscal compliance, including general bookkeeping on Quickbooks Pro
¨ Generate monthly financial report to Executive Director
¨ Assist Executive Director and Operations Manager on grant monitoring to insure compliance with grantor’s regulation
¨ Responsible for bank deposits and monthly reconciliation
¨ Assist Operations Manager with annual audit with OCAPICA’s independent auditor
¨ Assist in managing and implementing the organization’s fiscal policies and procedures.
¨ Assist Operations Manager to ensure that OCAPICA is in full compliance with all legal requirements and regulations.
¨ Manage relationships with vendors, member agencies and public, including resolving account and billing discrepancies
¨ Maintain petty cash box
Office Management (25%)
¨ Assist with administrative systems
¨ Assist with human resources such as reporting payroll and employer-employee relations
¨ Maintain/upgrade office technologies/equipment, organization and supplies
¨ Organize and maintain administrative, archival and/or personnel files
¨ Implement and periodically review operating practices and procedures to ensure smooth and efficient office operation
¨ Assist with answering phones and responding to general inquiries
¨ Provide overall general administrative support
Executive Administration (20%)
¨ Assist with schedule coordination, travel arrangements, and day-to-day management of Executive Director’s office
¨ Act as gatekeeper for Executive Director: provide confidential handling of information such as prioritizing emails, calls, and visitors
¨ Assist Executive Director in preparation of presentations, documents, and correspondence
Board Support (15%)
¨ Coordinate Board meetings and committee meetings
¨ Maintain Board records
¨ Track Board contributions
Minimum Qualifications - Knowledge, Skills and Abilities Required
¨ Experience with Microsoft Office Suite programs (or other similar programs)
¨ Proficiency in accounting, budgeting, financial analysis and the development and maintenance of account systems
¨ Detail oriented and strong organizational skills with the ability to prioritize and manage multiple tasks
¨ Ability to operate standard office equipment, including, but not limited to, computers, typewriters, copiers, calculators and facsimile machines;
¨ Ability to utilize initiative and analytical skills to provide leadership in developing improved financial procedures and systems
¨ Strategic and analytical thinker and problem solver.
¨ Committed to supporting the community needs of low-income and immigrant AAPIs and willing to work in a non-profit setting
¨ Desire to work with diverse communities and organizations; interest in advocacy and public policy
Desired Qualifications - Knowledge, Skills and Abilities
¨ Bachelor’s Degree preferred
¨ At least 2 years of financial and administrative experience
¨ Experience and knowledge of Quickbooks Pro
¨ Experience with non-profit fund accounting
¨ Experience in human resource management
¨ Experiences in grant reporting and grant compliance
¨ Must be comfortable working in a team environment , but also able to work independently
¨ Excellent communication skills, both oral and written
¨ Prefer individual with flexibility and initiative
¨ Supervisory experience preferred
Supervisory Responsibilities
¨ This position does not have any supervisory responsibilities.
Environmental Conditions (Working Conditions)
¨ The environment for this position is an office environment.
Physical Requirement
¨ In the course of performing this job, the incumbent typically spends time sitting, standing, walking, typing, filing, listening and speaking.
Mental Requirement
¨ The incumbent in this position must be able to accommodate to any/all of the following: tolerance for distractions and interruptions.
Application Process:
Application deadline: July 24, 2006 or until filled
Please e-mail a cover letter, resume and 3 professional references (past supervisors including e-mail address and phone number) to: Mary Anne Foo and Alice Koh
E-mail: mafoo@ocapica.org and abae@ocapica.org
(Please ensure that the email subject has the job title: Operations/Executive Associate)
No Phone Calls Please
Agency Background:
The Orange County Asian and Pacific Islander Community Alliance (OCAPICA) is dedicated to enhancing the health, and social and economic well-being of Asians and Pacific Islanders in Orange County, California. Established in 1997, OCAPICA works to improve and expand the community's opportunities through service, education, advocacy, organizing and research. These community-driven activities seek to empower Asians and Pacific Islanders to define and control their lives and the future of their community.
Special Service for Groups, Inc. (SSG) serves as the legal employer to this position. “Special Service for Groups is an Equal Opportunity/Affirmative Action Employer”
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Cevadne Lee
Program Coordinator
Orange County Asian & Pacific Islander Community Alliance
12900 Garden Grove Blvd. Suite 214A
Garden Grove, CA 92843
(714)636-9095 TEL
(714)636-8828
clee@ocapica.org
www.ocapica.org
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