Administrative Operations Specialist

Willing Hands•Norwich, VT

1d•Onsite

About The Position

Willing Hands is seeking an Administrative Operations Specialist to help drive the day-to-day systems that keep our organization running smoothly in support of our mission to connect fresh, local food with neighbors in need. This role is ideal for someone who enjoys hands-on work, staying organized, supporting people, and managing important behind-the-scenes processes that help a mission-driven team thrive. The right candidate is reliable, detail-oriented, and motivated to support a community-centered organization through thoughtful coordination of administrative, financial, HR, and operational functions. You’ll work closely with staff, volunteers, and leadership to ensure essential functions move forward efficiently and accurately.

Requirements

High school or equivalent education required
Minimum of two years of experience as an office administrator, bookkeeper, office assistant, human resources generalist, or other relevant role
Proficiency with Google Suite or Microsoft Office, especially spreadsheets.
Strong organizational and time-management skills, with the ability to manage multiple priorities and deadlines, and recurring processes in a dynamic, mission-driven environment
Close attention to detail and accuracy, particularly with HR, financial records, donor data, and confidential information
Ability to work collaboratively across teams, including leadership, staff, volunteers, board members, and external partners
Clear and professional written and verbal communication skills
Strong systems aptitude and comfort working with databases, spreadsheets, and administrative platforms, with the ability to learn new tools quickly (e.g., donor databases, HRIS, QuickBooks, shared drives)
Ability to handle sensitive information with discretion, professionalism, and integrity
Strong problem-solving skills with the ability to identify inefficiencies, troubleshoot administrative issues, and recommend practical process improvements
Ability to work independently, exercise initiative, and follow through on responsibilities with minimal supervision
Experience coordinating schedules, meetings, and logistics, including virtual meeting platforms and shared calendars
Ability to support and supervise volunteers, including task coordination and tracking participation
Ability to maintain accurate records and ensure data integrity across multiple systems and workflows
Flexibility and adaptability to shifting priorities, changing deadlines, and evolving organizational needs
Commitment to the organization’s mission and values, with a service-oriented, collaborative, and solutions-focused mindset
Understand and support the mission of Willing Hands as expressed by the Board
Greet the public through all channels of communication with courtesy and respect
Coordinate and integrate efforts with staff working on other Willing Hands programs
Work in a safe manner and report any safety hazards to the Executive Director
Maintain workstation and office in a clean manner
Practice good work habits of flexibility, efficiency, punctuality, dependability, and confidentiality
Strive to grow existing skills and learn new ones
Employ good communication skills by sharing information, listening to others, and giving positive input
Work as a team member by helping others and making suggestions for improvements

Nice To Haves

Basic understanding of nonprofit operations, including finance, development, governance, and human resources functions, preferred.
Experience with a donor or CRM database, ex., Little Green Light is preferred
Experience with a Human Resources Information System, ex., BambooHR, is preferred

Responsibilities

Coordinate the daily HR administrative functions, including HR records maintenance, timekeeping support, leave tracking, administering pay, benefits, supporting adherence to company policies and practices, and managing the BambooHR system.
Support the organization’s financial operations by coordinating accounts payable documentation, coding support, receipt management, and maintaining organized financial records.
Coordinate accounts receivable by working with administrative volunteers and the Bookkeeper to record, code, and file incoming payments in accordance with the organization’s income acceptance policy.
Provide administrative support to the Development team by maintaining the donor database, entering and acknowledging gifts, supporting reconciliations, and providing daily accounting and accurate donor and contribution records.
Provide administrative and operational support to the Executive Director, Senior Leadership Team, Board of Directors, and other staff as needed.
Maintain accurate employee records and data within BambooHR, including status changes, onboarding/offboarding updates, and document management.
Track employee leave balances and maintain related records in applicable systems.
Support leadership with onboarding logistics, recognition programs, health and safety tracking, and offboarding processes.
Serve as a staff contact for routine HR systems questions, onboarding processes, and benefits enrollment support.
Coordinate annual open enrollment workflows, including opening election windows, communicating deadlines, and maintaining enrollment records.
Maintain current job description files and coordinate updates with the Executive Director as positions change or new roles are created.
Support performance management processes by tracking review cycles and working with the Executive Director to prepare templates/forms.
Coordinate employee training and compliance records, including required acknowledgments, certifications, and onboarding documentation.
Assist with recruiting administration, including posting jobs, scheduling interviews, coordinating candidate communications, and maintaining applicant records.
Oversee income processing in Little Green Light (LGL) donor database with Bookkeeper and Admin Volunteers, create donor thank-you letters.
Collect and review electronic timesheets for completeness and submit approved payroll information to outsourced payroll providers in a timely manner.
Coordinate approved payroll changes, deductions, and retirement contribution updates for processing.
Process bi-weekly payroll through payroll vendor and upload 403(b) contributions.
Coordinate accounts payable workflows by collecting invoices, coding documentation, organizing receipts, and preparing materials for review and processing.
Support accounts receivable administration by recording incoming payments and maintaining related files in accordance with organizational procedures.
Maintain organized financial records and electronic files for audit readiness and internal reference.
Assist with routine reconciliations and administrative follow-up as requested by the Executive Director, Accountant, or Bookkeeper.
Maintain donor records in Little Green Light (LGL), including gift entry, acknowledgments, contact updates, and routine data cleanup.
Support development operations by generating reports and recommendations to improve donor and gift tracking processes.
Maintain accurate and up-to-date donor records, including conducting research, updating contacts, and de-duplicating records as necessary in LGL.
Organize and maintain grant-related documentation, including award letters and supporting materials, in shared drives.
Provide support in creating and sending donor thank-you letters and related stewardship correspondence.
Serve as a central administrative point of contact by responding to general inquiries and routing communications appropriately.
Maintain an organized, safe, and well-functioning office environment, including supply management and general workspace coordination.
Provide general administrative support to the Executive Director and staff as needed.
May be asked to coordinate and supervise 1–2 administrative volunteers, including task assignment, scheduling, and tracking hours in POINT.
Provide administrative support to the Executive Director, Board of Directors, and staff, including scheduling, meeting logistics, document preparation, and correspondence.
Coordinate administrative volunteer tasks as assigned, including scheduling, task support, and tracking volunteer hours in POINT.
Identify opportunities to improve administrative workflows, data accuracy, and internal systems efficiency.
Perform other related duties and assignments as necessary.