Accounting à United States

Office Coordinator

Full-time reduced work week (30 hours per week) with benefits.

$21-23 per hour, based on experience. Benefits include medical and dental insurance, SIMPLE IRA with employer match, PTO and sick leave, professional development opportunities, and job training.

About Trailnet

Trailnet is a non-profit 501(c)3 organization changing the way we think about streets. Trailnet’s mission is to lead in fostering healthy, active and vibrant communities where biking, walking and using public transit are a way of life.

About the Role

The Office Coordinator will be responsible for administrative tasks critical to the smooth, efficient functioning of Trailnet’s office and business operations. The Office Coordinator will assist with customer service, basic bookkeeping, ordering office and project supplies, and other administrative support to leadership and program staff.

The ideal candidate has systems in place to stay organized and make sure regular tasks don’t fall through the cracks while paying attention to the details and “small jobs” because they know those tasks lay the foundation for Trailnet’s success.

Core Responsibilities

Finance Support (50% of time)

• Prepare invoices for review, monthly and upon request
• Facilitate vendor payments on a weekly basis and upon request
• Maintain appropriate documentation for all financial transactions and circulate information to the Finance and Development teams as appropriate
• Assist the Development team with record keeping and gathering information about donations and event income
• Support regular requests for finance documentation from the staff, including timesheets, reimbursements, invoices, and credit card receipts
• Generate financial reports upon request

Administrative Support (50% of time)

• Serve as the primary point of contact for general inquiries and redirect requests and comments to the appropriate staff.
• Serve as the point of contact for the landlord and vendors.
• Maintain required registrations as a business and non-profit.
• Track and facilitate regular maintenance for equipment, the office, and two vehicles.
• Inventory and coordinate office and project supplies and equipment.
• Update process documentation as needed and review annually.
  Schedule meetings, take minutes, and provide follow-up upon request.
• Manage software accounts, including managing users and passwords and evaluating new software to meet emerging needs.
• Ensure the office is tidy, organized, and functional for visitors and staff.
• Other administrative duties as assigned by Trailnet leadership such as tracking, documenting, filing, keeping records, conducting research, taking notes, and circulating information.

HR Support (Ocassional)

• Assist with hiring efforts, including assisting with writing job descriptions, posting ads, scheduling screening interviews, and other needs.
• Support on-boarding efforts, including coordination of document submission and other activities.
• Coordinate annual updates to the Employee Handbook, including circulating for review and coordinating feedback from various internal stakeholders.
• Sending reminders to the staff for annual benefit elections and other HR requirements.

Special Event and Program Support (Occasional)

• Fulfill requests from event and program staff for supplies, equipment, or assistance setting up for special events.
• All Trailnet staff are required to work a few events every year:
  Ride the Rivers, Saturday, October 4 in St. Charles
• The Trailnet Soiree, usually a weekday evening in early November
  Beans, Bikes, and Brews, usually a weekday evening in March
• Assist at three to four other weekend, outdoor bike events throughout the spring and summer. Find the current ride schedule at trailnet.org/rides.

Qualifications

Competitive applicants must have one of the following sets of combined education and experience:

• An Associate’s Degree in Administration, Business, Finance, or a similar field of study or a Bachelor’s degree in any field and 2+ years of relevant experience*
• A Bachelor’s degree in any field and 2+ years of relevant experience*
• A High School Diploma or GED and 5+ years of additional relevant experience*

*Relevant experience includes working in-person in an office in administration, operations, legal, HR, or finance roles. Non-profit experience is preferred.

Required Skills

• Experience with Quickbooks or another accounting/finance software preferred.
• Superior attention to detail, noticing and fixing errors that others might overlook.
• Strong understanding and track record of successfully creating systems to keep tasks from falling through the cracks.
• Competent writing skills, including the use of accurate grammar, spelling, punctuation, sentence structure, and standard English usage.
• Strong sense of organization and record retention methods.
• Learns quickly, adapts, and documents use of new technology tools.
• Basic math skills for budget, and other financial calculations.
• Friendly, polite, and thoughtful when responding to verbal and written requests from customers or colleagues.
• Ability to drive a vehicle. A driver’s license is required.

Physical Requirements

• Work is performed in an office environment and requires the ability to constantly operate standard office equipment, such as a computer, copy machine, and phone. Must have the ability to move about inside the office to access file cabinets or other equipment. Must be able to remain in a stationary position most of the time. Must be able to constantly position self to maintain files in filing cabinets at varying heights.
• Communicate on the phone, in person, and through digital written media like email and chat.
• Occasionally works in outdoor weather conditions.
• Able to drive a vehicle in town for regular vehicle maintenance.

Reporting Relationships

The Office Coordinator reports to the Chief Operating Officer and works closely with the Chief Executive Officer and contracted Accountant. The Office Coordinator does not supervise or manage other staff.

Work Conditions

Trailnet’s office is located in Downtown St. Louis. This role requires in-person work in a professional office environment. This role routinely uses standard office equipment such as computers, phones, scanners, and filing cabinets. The Office Coordinator will work with the COO and CEO to set regular office hours 4-5 days per week during Trailnet’s regular business hours of 9 a.m. to 5 p.m.

To apply, email hr@trailnet.org with a resume and cover letter.

Applications are preferred by May 31, but the position will remain open until filled.

An employment offer will be contingent upon a successful background check.