Administrative Assistant / Polly's Place House Manager

Oak House • Port Clinton, OH • 1d ago

Oak House Job Description
Job Title: Administrative Assistant/Polly's Place House Manager
Pay Rate: $20 per hour-Up to 40 hours per week split between Oak House and Polly's Place
Reports To: Executive Director
Prepared By: Executive Director
Submit Resumes: to Heather Villarreal at director@joyfulconnections-oh.org by November 6th, 2025.
SUMMARY
Provide support and aid to the Executive Director and staff at Oak House, including providing assistance for operations, financial oversite, processing correspondence, maintaining accurate data and files, completing reports and processing invoices, attending meetings for and with the E.D., help planning events at Oak House and in community, writing checks and maintaining records. Assists the Executive Director in grant writing, donor relations, and fundraising as needed.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following but are not limited to:
? Assists Executive Director in daily administrative operation of Oak House as required.
? Keep records that pertain to the administration of the agency
? Verifies, allocates, and posts details of business transactions to subsidiary accounts in journals or computer files from documents such as sale slips, invoices, receipts, check stubs, and computer printouts.
? Compiles reports to show statistics such as cash receipts and expenditures, accounts payable and receivable, profit and loss, and other items pertinent to operation of business. Analyzes financial records to forecast future financial position and budget requirements. Prepare cash flow and other financial reports for the Board of Directors.
? Enter financial data including invoices, checks written, receipts and income.
? Write checks to pay invoices.
? Designs and implements cash management system.
? Directs the preparation of Payroll
? Provide information and referrals to members as needed.
? Oversee the small direct service programs for members and peers.
? Help ensure that information critical to the organization is accurate and current.
? Processes incoming correspondence (mail, email, bills) in a timely and accurate manner.
? Produces letters, reports, memos and distributes them appropriately (mail, email, etc.)
? Provides support for various board meetings, meetings, committees, and coalitions by making necessary meeting arrangements, preparing agendas and reports, assembling Board packets, and producing minutes/notes as needed.
? Works with the Executive Director to create Board meeting packets for each meeting.
? Assist the Director in collecting required documents for the annual comprehensive review, and for OHMHAS recertification every three years.
? Coordinates and assists the accounting firm hired with the annual audit/comprehensive review.
? Follows work procedures and work schedules as established by the Executive Director of Oak House
? Inventories, prepares, and submits requests for needed supplies for programs.
? Maintains a tidy and organized individual workspace.
? Follows all operational procedures and processes set forth by the Oak House Board, Executive Director, OhioMHAS and the State of Ohio.
? Assists the Director with donor engagement, including attending meetings and presentations, securing donations from individuals,
? Attend meetings with and/or for the Executive Director
? Participate in planning events at Oak House and for the community in general.
? Aid with fundraising and fundraising events.
? Other duties as assigned by the Executive Director.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty

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