Office Coordinator
About Us
Since 1995, Big Brothers Big Sisters of San Luis Obispo County (BBBS SLO) has served young people on the Central Coast. Our work supports our belief that every child has the ability to succeed and thrive in life. BBBS SLO makes meaningful, professionally monitored mentoring matches between volunteers (Bigs) and youth (Littles). Through our commitment to quality and innovation, and the passion we have for our work, we develop and sustain positive, life-changing relationships that have a direct and lasting impact on the lives of our youth and the adults who mentor them. Through our work, we disrupt the cycle of poverty through mentorship - focusing on childhood to college, access to education, social emotional health, and reduction of risky behavior.
We want people of all backgrounds to see themselves represented and included in our work, so we actively seek to diversify our team and bring more voices to the table. We know that teams perform at their highest when they feel supported and that they belong. Each of our team members bring unique perspectives and skills and we are committed to building a culture where voices are heard, differences are celebrated, and everyone has the opportunity to do meaningful work.
About the Role
Big Brothers Big Sisters of San Luis Obispo County seeks an Office Coordinator who will:
Apply meticulous attention to detail,
Manage the day-to-day operations of our office,
Support donors and our development director with database management, donor stewardship and event coordination,
Provide support for programs with volunteer and program participant inquiries,
Support the accounting and payroll functions ensuring smooth fiscal operations,
Support marketing functions such as web site updates, social media posts, newsletters, etc.
Our ideal candidate will lead with empathy, will demonstrate an understanding of our JEDI Commitment below, will thrive in a fast-paced environment, be super-organized, attend meticulously to detail, be able to provide a positive customer experience, be able to handle multiple and competing tasks on a daily basis, and have a passion for improving the lives of young people and our underrepresented youth. This team member will be passionate about supporting our work in the background and understand that it is as important as those directly interfacing with our youth, volunteers and families. Evening and weekend hours are sometimes required. People from the communities we serve are especially encouraged to apply.
Essential Duties and Responsibilities
The essential functions include, but are not limited to the following:
DEVELOPMENT ASSISTANT (35%):
Enter all donations (checks, credit cards, online and in-kind) into Salesforce database.
Acknowledge donors by generating receipted tax letters.
Update, delete, and merge donors, grantors, business partners and board members as needed in donor database, Outlook, & BBBS website.
Generate reports/letters as needed or requested (mailings, campaigns, year-end letters, etc.)
Provide pre/post-event coordination and day-of-event on-site support for all events including generating, processing, mailing, and coordinating invitation lists, RSVPs, registration, and guest lists, website management (SchoolA------------), volunteer training and coordination, etc.
Manage our Realtor’s and Lender’s Circles and all advertising.
Review and edit grant applications and reports as needed.
ACCOUNTING AND PAYROLL SUPPORT (25%)
Collect and process mail by copying all checks and processing invoices for payment.
Record all income in Salesforce database and make deposits at least once a week and before each month end.
Maintain cash flow reports for the agency in conjunction with updated information received as a result of processing checks for payments and processing payroll.
Track grants in Salesforce database. Keep track of outstanding payments due from grants and other sources and invoice as needed.
Coordinate all accounts payable and receivable with accounting contractor; e-file.
Manage collection and submission of bi-monthly payroll; record vacation/sick time off and ensure timesheets are submitted and approved for federal grant reimbursements.
Record and process electronic fund transfer payments.
Track all credit card income and expenses and verify documentation is present.
Conduct monthly reports on copier and postage usage.
Reconcile Development database records with accounting system to ensure accuracy.
Coordinate the review of monthly accounting packets for the Board Treasurer to review/approve.
Coordinate the preparation of audit and all requested audit materials.
Provide monthly financial reports to Big Brothers Big Sisters of America.
OFFICE MANAGEMENT (35%):
Answer phones and greet program participants that come to the office.
Manage vendor contracts and general office equipment maintenance (including printers, IT requests, postage, water cooler, file storage, shredding, etc.)
Ensure smooth office function; coordinate with neighbors and landlord for any physical office needs.
Order and maintain office supplies, stationary and other marketing materials.
Set up for meeting and record minutes at all Board of Director’s meetings and transcribe them for Board’s use.
OTHER DUTIES AS ASSIGNED (5%)
Minimum Qualifications (Knowledge, Skills, and Abilities)
Bilingual (Spanish) preferred.
Extremely organized, detail-oriented, and results driven.
Able to work in a demanding, fast-paced environment.
Hold a four-year degree in Business, Accounting, Human Services or related field from an accredited university, OR a two-year degree in related field from a community college with two years of related experience.
Must have 2-5 years of related work experience, preferably with a non-profit. Experience in youth development field is a plus.
Proficiency in Microsoft Office 365/Teams, Salesforce database management, automated forms and calendaring systems, PDF document systems.
Reliable personal transportation, valid driver’s license, and state required automobile insurance minimums.
Strong interpersonal skills with the ability to effectively partner with diverse populations and geographic areas.
Sound technical skills, analytical ability, good judgment, and strong operational focus; able to balance quality, and service with operational needs.
Writing, proof-reading and editing skills.
Networking abilities.
Graphic design and/or website management skills a plus.
Ability to model and practice excellent customer service with co-workers, volunteers, program participants and the community.
Creativity and a sense of humor.
Physical Demands and Work Environment
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the functions.
Minimal physical requirements to include walking, standing, sitting at work station; normal busy office environment.
Able to lift and carry up to 25 pounds.
Must be able to work proficiently with computers and other office equipment.
Must be able to pass a background check consisting of National Sex Offender, Criminal History and driving record check.
JEDI Commitment
At Big Brothers Big Sisters of America, justice, equity, diversity, and inclusion (JEDI) is an integral part of our values and mission. We recognize, affirm, and celebrate the diverse backgrounds, lives, and experiences of all of our stakeholders, including youth, families, donors, volunteers, and staff. We ensure the opportunity for all voices and perspectives to be heard and honored. In the workplace, we foster an environment where all people can be their best selves. We affirm that every person [regardless of ability, age, cultural background, ethnicity, faith, gender, gender identity, gender expression, ideology, income, national origin, race or sexual orientation, marital or veteran status] has the opportunity to reach their full potential. We strive to realize the full potential that is within all of us by ensuring that all voices and perspectives are heard and honored.
Equal Employment Opportunity
BBBS provides equal employment opportunities to all qualified individuals without regard to race, creed, color, religion, national origin, age, sex, marital status, sexual orientation, gender identity or non-disqualifying physical or mental handicap or disability.
Americans with Disabilities Act
Applicants as well as employees who are or become disabled must be able to perform the essential duties & responsibilities either unaided or with reasonable accommodation. The organization shall determine reasonable accommodation on a case-by-case basis in accordance with applicable law.
We Offer
Because we hire the best people and value our staff, Big Brothers Big Sisters of San Luis Obispo County works hard to provide competitive benefits to our team. Our current benefit package includes:
Medical Benefits
Three weeks paid vacation to start PLUS the work days between Christmas and New Years
403 b Retirement Plan
Nine paid holidays
Sick leave
Flexible work schedule
Training & development programs
Opportunities for advancement
How to Apply If this sounds like the position and organization for you, please submit:
1. Cover letter
2. Resume
3. 3 references
4. A paragraph about why you feel you are a good fit for this role
Combine items 1-4 in a single PDF saved as "Office Coordinator – [your name] [the date]" to: ------------ with "Office Coordinator – [your name]" in the subject line.
No phone calls please. Submissions will be reviewed on a rolling basis. Applicants selected for an interview will be contacted.
NOTE: This job description is not intended to be an exhaustive list of all duties, responsibilities or qualifications associated with the job. BBBS SLO may change the specific job duties with or without prior notice based on the needs of the organization.
About Us
Since 1995, Big Brothers Big Sisters of San Luis Obispo County (BBBS SLO) has served young people on the Central Coast. Our work supports our belief that every child has the ability to succeed and thrive in life. BBBS SLO makes meaningful, professionally monitored mentoring matches between volunteers (Bigs) and youth (Littles). Through our commitment to quality and innovation, and the passion we have for our work, we develop and sustain positive, life-changing relationships that have a direct and lasting impact on the lives of our youth and the adults who mentor them. Through our work, we disrupt the cycle of poverty through mentorship - focusing on childhood to college, access to education, social emotional health, and reduction of risky behavior.
We want people of all backgrounds to see themselves represented and included in our work, so we actively seek to diversify our team and bring more voices to the table. We know that teams perform at their highest when they feel supported and that they belong. Each of our team members bring unique perspectives and skills and we are committed to building a culture where voices are heard, differences are celebrated, and everyone has the opportunity to do meaningful work.
About the Role
Big Brothers Big Sisters of San Luis Obispo County seeks an Office Coordinator who will:
Apply meticulous attention to detail,
Manage the day-to-day operations of our office,
Support donors and our development director with database management, donor stewardship and event coordination,
Provide support for programs with volunteer and program participant inquiries,
Support the accounting and payroll functions ensuring smooth fiscal operations,
Support marketing functions such as web site updates, social media posts, newsletters, etc.
Our ideal candidate will lead with empathy, will demonstrate an understanding of our JEDI Commitment below, will thrive in a fast-paced environment, be super-organized, attend meticulously to detail, be able to provide a positive customer experience, be able to handle multiple and competing tasks on a daily basis, and have a passion for improving the lives of young people and our underrepresented youth. This team member will be passionate about supporting our work in the background and understand that it is as important as those directly interfacing with our youth, volunteers and families. Evening and weekend hours are sometimes required. People from the communities we serve are especially encouraged to apply.
Essential Duties and Responsibilities
The essential functions include, but are not limited to the following:
DEVELOPMENT ASSISTANT (35%):
Enter all donations (checks, credit cards, online and in-kind) into Salesforce database.
Acknowledge donors by generating receipted tax letters.
Update, delete, and merge donors, grantors, business partners and board members as needed in donor database, Outlook, & BBBS website.
Generate reports/letters as needed or requested (mailings, campaigns, year-end letters, etc.)
Provide pre/post-event coordination and day-of-event on-site support for all events including generating, processing, mailing, and coordinating invitation lists, RSVPs, registration, and guest lists, website management (SchoolA------------), volunteer training and coordination, etc.
Manage our Realtor’s and Lender’s Circles and all advertising.
Review and edit grant applications and reports as needed.
ACCOUNTING AND PAYROLL SUPPORT (25%)
Collect and process mail by copying all checks and processing invoices for payment.
Record all income in Salesforce database and make deposits at least once a week and before each month end.
Maintain cash flow reports for the agency in conjunction with updated information received as a result of processing checks for payments and processing payroll.
Track grants in Salesforce database. Keep track of outstanding payments due from grants and other sources and invoice as needed.
Coordinate all accounts payable and receivable with accounting contractor; e-file.
Manage collection and submission of bi-monthly payroll; record vacation/sick time off and ensure timesheets are submitted and approved for federal grant reimbursements.
Record and process electronic fund transfer payments.
Track all credit card income and expenses and verify documentation is present.
Conduct monthly reports on copier and postage usage.
Reconcile Development database records with accounting system to ensure accuracy.
Coordinate the review of monthly accounting packets for the Board Treasurer to review/approve.
Coordinate the preparation of audit and all requested audit materials.
Provide monthly financial reports to Big Brothers Big Sisters of America.
OFFICE MANAGEMENT (35%):
Answer phones and greet program participants that come to the office.
Manage vendor contracts and general office equipment maintenance (including printers, IT requests, postage, water cooler, file storage, shredding, etc.)
Ensure smooth office function; coordinate with neighbors and landlord for any physical office needs.
Order and maintain office supplies, stationary and other marketing materials.
Set up for meeting and record minutes at all Board of Director’s meetings and transcribe them for Board’s use.
OTHER DUTIES AS ASSIGNED (5%)
Minimum Qualifications (Knowledge, Skills, and Abilities)
Bilingual (Spanish) preferred.
Extremely organized, detail-oriented, and results driven.
Able to work in a demanding, fast-paced environment.
Hold a four-year degree in Business, Accounting, Human Services or related field from an accredited university, OR a two-year degree in related field from a community college with two years of related experience.
Must have 2-5 years of related work experience, preferably with a non-profit. Experience in youth development field is a plus.
Proficiency in Microsoft Office 365/Teams, Salesforce database management, automated forms and calendaring systems, PDF document systems.
Reliable personal transportation, valid driver’s license, and state required automobile insurance minimums.
Strong interpersonal skills with the ability to effectively partner with diverse populations and geographic areas.
Sound technical skills, analytical ability, good judgment, and strong operational focus; able to balance quality, and service with operational needs.
Writing, proof-reading and editing skills.
Networking abilities.
Graphic design and/or website management skills a plus.
Ability to model and practice excellent customer service with co-workers, volunteers, program participants and the community.
Creativity and a sense of humor.
Physical Demands and Work Environment
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the functions.
Minimal physical requirements to include walking, standing, sitting at work station; normal busy office environment.
Able to lift and carry up to 25 pounds.
Must be able to work proficiently with computers and other office equipment.
Must be able to pass a background check consisting of National Sex Offender, Criminal History and driving record check.
JEDI Commitment
At Big Brothers Big Sisters of America, justice, equity, diversity, and inclusion (JEDI) is an integral part of our values and mission. We recognize, affirm, and celebrate the diverse backgrounds, lives, and experiences of all of our stakeholders, including youth, families, donors, volunteers, and staff. We ensure the opportunity for all voices and perspectives to be heard and honored. In the workplace, we foster an environment where all people can be their best selves. We affirm that every person [regardless of ability, age, cultural background, ethnicity, faith, gender, gender identity, gender expression, ideology, income, national origin, race or sexual orientation, marital or veteran status] has the opportunity to reach their full potential. We strive to realize the full potential that is within all of us by ensuring that all voices and perspectives are heard and honored.
Equal Employment Opportunity
BBBS provides equal employment opportunities to all qualified individuals without regard to race, creed, color, religion, national origin, age, sex, marital status, sexual orientation, gender identity or non-disqualifying physical or mental handicap or disability.
Americans with Disabilities Act
Applicants as well as employees who are or become disabled must be able to perform the essential duties & responsibilities either unaided or with reasonable accommodation. The organization shall determine reasonable accommodation on a case-by-case basis in accordance with applicable law.
We Offer
Because we hire the best people and value our staff, Big Brothers Big Sisters of San Luis Obispo County works hard to provide competitive benefits to our team. Our current benefit package includes:
Medical Benefits
Three weeks paid vacation to start PLUS the work days between Christmas and New Years
403 b Retirement Plan
Nine paid holidays
Sick leave
Flexible work schedule
Training & development programs
Opportunities for advancement
How to Apply If this sounds like the position and organization for you, please submit:
1. Cover letter
2. Resume
3. 3 references
4. A paragraph about why you feel you are a good fit for this role
Combine items 1-4 in a single PDF saved as "Office Coordinator – [your name] [the date]" to: ------------ with "Office Coordinator – [your name]" in the subject line.
No phone calls please. Submissions will be reviewed on a rolling basis. Applicants selected for an interview will be contacted.
NOTE: This job description is not intended to be an exhaustive list of all duties, responsibilities or qualifications associated with the job. BBBS SLO may change the specific job duties with or without prior notice based on the needs of the organization.