Executive Office Administrator

Cat Adoption Team•Sherwood, OR

22h•$28 - $36•Onsite

About The Position

The Executive Office Administrator provides administrative and project support to the Executive Director and Board of Directors and serves as a central resource for the organization’s banking, accounting support, purchasing, inventory, records, safety compliance, and administrative systems. The position works across departments to keep essential operational and financial processes accurate, timely, organized, and well documented.

Requirements

High school diploma or equivalent
1–2 years of relevant professional experience
Experience using spreadsheets, shared-document systems, and financial or point-of-sale software
Basic bookkeeping, banking controls, accounts payable, and financial-documentation practices
Workplace safety, injury reporting, records retention, and general compliance practices
Purchasing, inventory control, receiving, and vendor-management practices
QuickBooks Online, Microsoft Office, Google Workspace, and Square, or the ability to learn comparable systems.
Strong organization, prioritization, and attention to detail across recurring deadlines and frequent interruptions
Clear, professional written and verbal communication
Sound problem solving, research, and independent decision-making
Accurate data entry, reconciliation, document control, and recordkeeping
Customer service and cross-departmental coordination
Operation of standard office equipment and a motor vehicle
Work cooperatively and responsively across teams and departments while managing competing requests
Maintain confidentiality and handle financial, personnel, legal, and other sensitive information appropriately
Build and effective relationships with board members, vendors, staff, volunteers, and external partners
Take initiative, maintain reliable tracking systems, and improve processes and documentation proactively
Balance hands-on operational work with detailed administrative and financial responsibilities
Possess a valid driver’s license and clean driving record.

Nice To Haves

Associate’s degree or equivalent combination of education and experience
3+ years of experience in office administration, bookkeeping, purchasing, or operational support
Experience with QuickBooks Online, Square, Google Workspace, workplace-safety documentation, or nonprofit financial processes
Experience in a volunteer-based organization or animal shelter

Responsibilities

Perform routine banking activities, including reviewing ACH and check Positive Pay exceptions, supporting fraud-control processes, researching transactions, monitoring account information, preparing and making bank deposits, maintaining petty cash and change, and uploading payment information to the bank.
Support accounts payable and related payment processes by receiving, scanning, coding, and submitting invoices and check requests; creating bills; processing approved payments; printing and mailing checks; and maintaining accurate supporting documentation and procedures.
Assist with monthly and annual financial processes, including creating and reconciling expense reports, reviewing and posting credit-card transactions, distributing and updating monthly financial documents, researching and reclassifying expenses, responding to staff questions about accounting codes and documentation, and providing records requested by the external accountant.
Coordinate documentation and responses for the annual audit and tax filing, and assist with annual budget preparation and insurance renewals as requested.
Prepare recurring invoices and financial filings assigned to the role, including partner transfer billing, retirement contribution bills, cash-card reporting, and vehicle-donation tax forms.
Oversee mail, incoming packages, donation-check processing support, postage, and other assigned clerical systems; route materials promptly and maintain appropriate confidentiality and controls.
Manage purchasing and inventory for general shelter, janitorial, PPE, office, break-room, and other assigned supplies, including monitoring stock daily, anticipating lead times and usage, sourcing competitive prices, maintaining vendor relationships, placing orders, and documenting purchasing decisions.
Receive, open, sort, transport, stock, rotate, and organize supplies and deliveries throughout the shelter, warehouse, offices, and break room. Replenish frequently used items on a regular schedule and maintain orderly, clearly labeled storage areas.
Respond to department supply requests, maintain purchasing and inventory references, coordinate periodic wish-list updates, and identify shortages, excess inventory, or process improvements.
Support retail operations by monitoring inventory levels in Square, purchasing approved merchandise, creating purchase orders, receiving and verifying shipments, updating item quantities and records in Square, producing price labels, and maintaining the retail inventory and vendor reference library.
Coordinate with the Business Operations Manager and other designated staff regarding retail assortment, budget approvals, and operational priorities.
Provide direct administrative and project support to the Executive Director, including calendar and meeting coordination, research, preparation and organization of materials, follow-up tracking, and support for presentations, projects, and events.
Support Board and committee work by maintaining contact and governance records, helping prepare and distribute meeting packets and communications, coordinating meeting logistics, and providing other administrative support as requested.
Maintain shared organizational systems and administrative controls, including the conference-room calendar, gift-card tracking, certificates of insurance, recurring-task trackers, vendor and contact information, forms, standard operating procedures, and other shared documentation.
Serve as a resource for locating organizational information and procedures; respond to routine questions, connect staff with the appropriate owner, and help improve documentation and administrative workflows.
Provide occasional administrative and project support to other departments as directed, while communicating competing priorities and protecting time-sensitive recurring responsibilities.
Administer assigned workplace-safety processes, including reviewing and routing animal bite reports, maintaining bite-report records, completing related system entries and notifications, and participating in the Safety Committee.
Support workplace-injury reporting and claims by assisting with SAIF documentation and related filings, maintaining OSHA injury and illness logs, posting required annual summaries, and promptly escalating incidents subject to special reporting timelines.
Maintain current safety, insurance, legal, banking, estate, and compliance records assigned to the role, and assist with routine organizational filings and information requests.
Administer records-retention processes for paper and electronic records, including organizing files, transferring records to off-site storage, retrieving archived materials, coordinating annual shredding, and maintaining retention and storage documentation.
Provide backup administrative support for facilities operations by coordinating designated vendors, service visits, inspections, bids, documentation, and follow-up with the Business Operations Manager and Facilities Assistant.
Maintain facilities vendor, service, insurance, and compliance documentation and assist with routine building-related administrative tasks as assigned.