Safe Harbor Office Manager / Bookkeeper

Michigan City Area Schools•Michigan City, IN

10h•$19

About The Position

Safe Harbor is an out of school time enrichment program which inspires excellence in the leadership and academic skills of students through collaboration with families, school officials, and community partners. Safe Harbor I.N.S.P.I.R.E.S. Safe Harbor provides an educational environment that is INCLUSIVE, engaging, holistic, and culturally responsive. Through NETWORKING with local, state wide, and national agencies and organizations, Safe Harbor nurtures partnerships which expand the enrichment opportunities of Michigan City students. Staff members provide emotional and developmental SUPPORT to students and families through their commitment to social emotional development, resulting in the PERSONAL GROWTH of each student served. As a leader in INNOVATIVE enrichment programming, Safe Harbor is dedicated to providing ongoing professional development for staff members. Collaborative RELATIONSHIPS between the program staff, community partners, and day school staff result in a dynamic EDUCATIONAL experience incorporating real world context with conceptual learning. Safe Harbor ensures SAFETY for students and peace of mind for families while providing top tier experiential and enrichment opportunities in the afterschool hours/out of school time hours. Supervisor: Program Director Approximate Salary: Part time, 47 weeks, up to 29 hours a week, flexible daytime hours, $18.50 hourly, no benefits, Grant Funded Position

Requirements

Knowledge of office equipment, scanner, copiers, etc. and the ability to work independently and as a team player.
Extensive computer experience is required.
Understanding of grant funded programs, high attention to detail, knowledge of Microsoft Excel, Word, Microsoft Publisher is required.
Excellent problem solving skills, people skills, telephone skills and understanding the principles of grant-fund management.

Responsibilities

Financial Reconcile bank statements.
Reconcile online purchasing accounts such as Amazon.
Facilitate and monitor staff timesheets and payroll processes, including ensuring the accurate and timely submission of timesheet data and all related payroll reports.
Submit vouchers for third party payment, ensuring all submission deadlines are met.
Create spreadsheets, charts, tables and graphs to be used in presentation material and for use in overall fiscal management.
Create and maintain fiscal budgets for each program and other various grants that fall under the program.
Assist with overall fiscal and grant management for all program grants.
Synthesize financial data into required topic areas for quarterly, mid-year, and annual reports, in accordance with grant requirements and as requested by the Program Director and/or fiscal management.
Maintain accurate records of all funds received and expended, regardless of source or purpose, and coordinate with the district's business office to ensure proper tracking and reporting.
Work with Program Director and the district's business office to ensure that funds expended are in compliance with grant and district requirements.
Record and reconcile online payments, credits, and adjustments in the appropriate financial systems, ensuring accuracy and timely posting to individual accounts..
Assist in indentifying, cultivating and managing relationships with current and prospective funding sources
Assist in developing strategies to expand funding sources on local, state and federal levels.
Administrative : Support MCAS district and program missions, policies and initiatives.
Manage and distribute program supplies as needed, ensuring adequate inventory and availability across program sites.
Manage volunteer background check process.
Actively pursue the accomplishment of yearly professional/personal/program goals.
Perform routine and essential office functions, including tasks and assignments as directed by the Program Director, to support overall program operations.
Attend meetings and record minutes as needed.
Create and maintain local employee files, ensuring confidentiality, and forward required documentation to Human Resources for official personnel records.
Submit employment postings as needed.
Assist in organizing and upgrading as appropriate program forms, letters, grant reporting, program applications and manuals.
Serve as the primary point of contact for incoming calls and general program email, directing inquiries to the appropriate staff member or department.
Serve as the primary administrative liaison for Safe Harbor with district departments such as Payroll, Human Resources, Finance, Plant Planning, Transportation, and Food Service.
Provide administrative support to all staff members in the program.
Maintain a current staff roster which includes contact information and emergency contacts.