Reporting to the Director of Finance and Operations, the Office Administrator will support company operations by maintaining office systems and provide general operating and program support for a diverse staff in a fast-paced non-profit community organization. The Office Administrator will ensure that Parents for Public Schools of San Francisco’s day-to-day internal operations run smoothly by organizing relevant records, processing administrative tasks, and helping program staff.

The Office Administrator’s major responsibilities include:

Administrative support: Administration and support for staff of 10-12 to ensure that day-to-day office operations run smoothly (answer incoming calls, manage mail, inventory and order supplies, maintain office equipment, serve as liaison with building management, office equipment and supply vendors etc.)
Program, Fundraising and Event Support: Provide support (supplies, food orders, mailings, correspondence, etc) to program, Executive Director and development staff for programs, fundraisers, and special events.
Emergency Preparedness: Act as the organizations Disaster Preparedness manager ensuring staff is prepared and informed in the case of an emergency.
Finance Support: File and maintain financial and timesheet records, record incoming cash and checks, make deposits and act as liaison with insurance broker. Maintain and acquire receipts for all purchases. Provide administrative support during fiscal reviews/audits and tax preparation.
Document Management: File and maintain electronic and physical document in accordance with PPS-SF Fiscal Policy and Procedures.
Maintaining office efficiency by planning and implementing office systems, layouts, and equipment procurement. Light cleaning tidying up of the office space.
Designing and implementing office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments.

Parents for Public Schools of San Francisco’s services span the parameters of the city. The Office Administrator must have a firm knowledge of socioeconomic demographic trends across residential and social patterns. The Office Administrator must be comfortable with working independently, while embodying the mission of PPS-SF to serve families across San Francisco. This person must possess an exceptionally high level of personal responsibility.

Responsibilities include, but are not limited to:

Internal Systems Oversight:

Investigate, assess, and analyze innovations and strategies which may ultimately be utilized for providing optimal workspaces that are conducive to enjoyable and productive work experiences.
Lead staff in working together to ensure that office procedures are universally understood, documented, easy to access, and as a result are followed.
In close partnership with the Director of Operations and Finance, design a survey to measure staff workplace setting satisfaction on an annual basis.

Office Support:

Answer phones, take messages, sort mail, respond to email
Maintain office calendars (Google and Wall display)
Maintain standard inventory of office supplies, anticipating spikes in demand (e.g. copy paper prior to SFUSD Enrollment Fair)
Keep office tidy and presentable so co-workers and guests feel welcome and comfortable. Includes the regular emptying of trash and light cleaning.
Field and direct phone calls, provide basic information about PPS, enrollment and other programs to callers
Ensure all new employees have completed onboarding processes according to the new employee checklist procedures
Liaison to copier vendor, supply vendors, property management and other vendors

Content Filing:

Develop, enhance, and maintain effective filing systems to organize organizational documentation
Construct online filing systems to organize organizational documentation
Maintain meticulous records and documentation for financial and programmatic purposes
File, retain, retrieve, transfer and dispose records in accordance with PPS-SF Fiscal Policy and Procedures Manual

Finance Support:

Support bookkeeper to keep track of and file financial records
Record incoming cash and checks and make timely deposits
Maintain insurance records and act as liaison with PPS-SF insurance Broker. Ensure compliance for grants and contracts
File and maintain timesheets, payroll reports, ‘HSA records and invoice records in accordance with PPS-SF’s Fiscal Policy and Procedures Manual
Act as day-to-day Liaison with Accountant office during PPS-SF Tax Preparation and Fiscal Review or Audit.

Program and Special Event Support:

Provide timely assistance to program teams such as placing food and supply orders, running errands and assisting with other logistics
Coordinate childcare, supplies and food for events, as needed
Coordinate mailings
Support program staff as needed

Disaster Preparedness:

Act as the main contact in the case of an emergency.
Maintain emergency supplies
Keep emergency procedures up to date.
Provide staff training 2x year.

Skills and Qualifications:

Excellent oral/written communication skills
Strong organizational skills; gets satisfaction in keeping files and supplies in order, well labeled, and easily accessible.
Strong process skills; able to meet deadlines; consistently follow agreed upon processes.
Detail oriented. Proven track record factual accuracy
Ability to work independently at times, yet remain committed to being a member of a team of committed employees with a shared mission
Deep sense of urgency to be a collaborative agent for the continuous improvement of San Francisco’s public school system
Cultural competency to engage with people across various lines of difference
Technology skills: MS Office Suite, Google Apps, internet skills, Facebook, Twitter, Linked-in
Bi-lingual Spanish or Chinese speaker a plus

How to apply

Please submit your one-page cover letter and resume to Masharika@ppssf.org and include the term “Office Administrator_First Name_Last Name” in the subject line. To learn more about Parents for Public Schools of San Francisco, please visit www.ppssf.org.