Office Coordinator

Days End Farm Horse Rescue (DEFHR) is a nonprofit organization whose mission is to ensure quality care and treatment of horses through intervention, education and outreach. DEFHR is a trusted and nationally recognized organization for transparency, sound financial management, effective administration, innovative educational programing and excellence in equine rehabilitative care.

As a part of the staff at DEFHR the Office Coordinator works as part of the team to ensure the timely and efficient operation of a smooth administrative office. The Office Coordinator must provide excellent customer service, administrative support, accounting support and project coordination support. The Office Coordinator must have some bookkeeping knowledge, some proficiency in Quickbooks accounting software and a willingness to learn the DonorPro/SalsaLabs donor management system. This person would have a proven track record of exceeding expectations, high productivity and quality standards as well as be an effective communicator with strong interpersonal and relationship management skills. A passion for animal welfare and the mission of the organization is highly regarded.

Purpose of Position:Assist the Office Manager in performing a variety of duties to support administrative office operations and all the associated responsibilities to ensure the success of DEFHR’s programs and activities.

Responsibilities: Assists with the day-to-day office activities ensuring that clerical support and answering phones

is provided as needed. Assists with data entry into the accounting software (Quickbooks) in an accurate manner and to

run and print reports as necessary and/or requested by management. May be requested to do accounts receivable, accounts payable, and other bookkeeping duties as

needed. Enters data, maintains and manipulates the donor database for accurate donor information,

reports, receipting, etc. Provides general administrative support to help with mailings, gift receipts, and thank you

letters. Provides assistance with the maintenance of donor / volunteer files. Provides assistance as required for special events, program or activity coordination or

organization. Provides prompt, courteous service to all staff, volunteers and visitors. Prioritizes and addresses

needs and requests in a professional manner. Participates and contributes to a positive work environment which encourages team

commitment to DEFHR goals. Performs other duties and special assignments as assigned.

Qualifications/Skills Required: Minimum of one year bookkeeping and relevant administrative experience and managing

multiple projects and tasks. Basic knowledge of data entry and experience with using QuickBooks accounting software. Solid written and verbal communication skills Attentive to detail, able to proofread and edit documents, and ensure that all products are

professional.

Must be highly organized, efficient, and able to prioritize projects and meet deadlines in a rapidly changing work environment.

Demonstrates initiative to set goals and identify projects and tasks that will further the organization’s mission, obtain an appropriate level of support and complete such activities in a timely manner.

Strong proficiency in PC computer use including but not limited to: Microsoft Office products such as Excel, Word, Power Point and Publisher.

Quickbooks accounting software knowledge a plus. Must have a high level of initiative, flexibility, creativity and exhibit an enthusiasm for work. Possesses strong interpersonal skills. Ability to make good judgments and decisions in all work, taking responsibility for producing

work of high quality. Is trustworthy, takes responsibility for actions and is aware of the need for sensitivity and

confidentiality in all dealings. The ideal candidate must be comfortable working independently or as part of a (small, yet

personal) team when required. Capacity to generate and maintain a warm, welcoming and efficient office. Knowledge of equine tack a plus. Ability to complete necessary daily responsibilities when there are no volunteers. Must be dependable and possess a strong work ethic. Exhibit passion and compassion for animal welfare. Provide own transportation.

Time Required:Full Time - 40 hours weekly, 8am-5pm with one hour for lunch. Setting up, planning and/or working during special events (minimum of 3 times/year), overtime with approval.

Training Required:Training programs that apply to position or enhance job performance are available upon approval and some may be required.

Hired By:CEO

Managed By:Office Manager

Scope of Authority:Supervision of volunteers

Working Relationships:All DEFHR staff (including management team), service providers and volunteers

Available Resources:All items required for appropriate maintenance of administrative offices.

Salary:Salary is based on experience and qualifications with benefits. Employment with Days End Farm Horse Rescue is based on mutual consent, both the employee and Days End Farm Horse Rescue have the right to terminate employment at will, with our without cause, at any time.

Starting Wage:$12 - $13 per hour and review after 90 days

Benefits Package:As stated in personnel policies - following a 90-day review, individual health and dental insurance, 401k saving plan, 1 week paid vacation, 1 week paid sick leave and 3 chosen holidays (as approved by manager) are available (vacation may not be taken during week or day of a major fundraiser).

Evaluations:First 90 days and annually thereafter by the Office Manager. Evaluation is based on performance of job responsibilities, availability, adherence to policy, behavior pattern, creativity, dependability, independence, initiative, interpersonal relationships, knowledge of job, productivity, and quality and quantity of work accomplished.

Policies and Procedures:11/8/06 – Policies and procedures manual

To Inquire About PositionNEEDS ONLINE LINK ADDED

References:Upon request

I acknowledge that I have received this job description and understand it is flexible and subject to change. Should I have any outstanding monies due Days End, I acknowledge these may be taken from my last paycheck. Furthermore, I acknowledge I have received my employee handbook.

__________________________________ _______________________________________Employee / Date CEO / Date