Office Coordinator- Payroll & Benefits administration

CORE RESPONSIBILITIES:

The Ascendigo Office Coordinator will manage the entire payroll process including benefits administration in QuickBooks. This position will also assist all departments with administrative requests including but not limited to scheduling and organizing meetings, scanning and printing, supply/equipment requests, and conference room preparation. This position requires strong organizational and multitasking skills, attention to detail, and excellent written and verbal communication skills with a strong emphasis on payroll and timekeeping activities. This position is responsible for making sure the office space runs smoothly, that it is neat and tidy, and stocked with supplies.

OFFICE TASKS:

• Greet all visitors, provide general support and information.


• Provide general information by answering questions and requests


• Support task as needed for senior leadership including but not limited to travel arrangements, filing, editing, typing, copying, binding, and scanning.


• Keep the office tidy, stocked, and organized, including kitchen, conference room, and storage closets


• Receive, sort, and distribute all deliveries and mail


• Order office and clinical supplies, stock supply stations, and ensure equipment is operable


• Coordinate repairs for office equipment


• Provide support to staff members and departments as requested including reference checks


• Handle sensitive information in a confidential manner in compliance with HIPAA


• Coordinate office procedures including control of petty cash


• Phone system operations and equipment check in/out procedures


• Perform administrative tasks to support daily business operations


• Always exhibit polite and professional communication


• Coordinate with the IT vendor ensuring technology and support needs are met

FINANCE TASKS:

• Provide basic bookkeeping and process bank deposits


• Oversee payroll processing, manage employee payroll records, ensure tax compliance and benefits withholding activity including monthly reconciliations for accounts.


• Ensure quarterly time studies are completed as needed.

ACCOUNTS PAYABLE TASKS:

• Communicate with vendors and suppliers to process invoicing and/or payment queries.


• Post invoices and credit notes ensuring they’re coded correctly in the system.


• Prepare and reconcile monthly vendor and bank statements to ensure accuracy and identify any discrepancies.


• Ensure that all accounts payable activities comply with relevant financial policies and procedures.


• Investigate and resolve outstanding creditor items.


• Prepare and process accurate and timely supplier payments.


• Receive, review, and verify invoices for accuracy, including matching them with purchase orders and receiving documents. 

QUALIFICATIONS:

• Knowledge of the field of autism is preferred


• Excellent organizational and communication skills


• Attention to detail and problem-solving skills


• Ability to multitask and work under minimal supervision


• Knowledge of Microsoft Office, strong emphasis on Word and Excel


• QuickBooks experience preferred


• 18 -24 months of finance or accounting experience

IN ADDITION:

• Must be 21 or over and have legal working status


• Valid driver’s license with no major violations in the past 5 years


• Clean background check with no felonies or flags


• Degree in finance or accounting, or related field


• Bi-lingual English & Spanish is a plus!


• Flexibility to travel for occasional professional development and resident activities 


• Personal smartphone with texting capacity

DESTINATION ASCENDIGO: Ascendigo’s mission is to elevate the spectrum by empowering people, inspiring lives, and shattering expectations. We apply this mission to both the people we serve and the people we work with.

Ascendigo is a nonprofit organization that enhances the lives of children and adults living with autism spectrum disorder (ASD) through therapeutic recreation, employment, community integration, education, and an array of behavioral health services. We are head-quartered in Carbondale, CO.

The ASCENDIGO PROMISE to our employees is to provide meaning and purpose in the work we do. We support high performance through thoughtful onboarding and training and acting with integrity. We offer 360° compensation with a path to financial security, personal well-being and fulfillment, and housing assistance.

PERSONAL CHARACTERISTICS: should be committed and passionate about the Ascendigo mission of holistic, active, community-based, independent, and person-centered life. Belief in the dignity and potential of our clients. Ascendigo is committed to a culture of R.E.S.P.E.C.T.

• R-Recognize the inherent worth of your coworkers.


• E- Eliminate derogatory words and phrases.


• S- Speak with people- not at them- or about them.


• P-Protect the culture of your organization- report and support!


• E- Empathize- consider what it is like in others’ situations.


• C-Consider your impact on others before speaking and apologize when you make a mistake.


• T- Treat everyone with integrity, dignity, and respect.