St. Ann’s Corner of Harm Reduction, Bronx, NY, US, Office Manager

• Managed Accounts Payable and Receivable. Work included posting the invoices and performing the check runs, maintaining our petty cash reserves, filing reconciliations and making bank deposits.
• Responsible for processing payroll, including helping staff with timesheets and keeping track of sick and vacation days.
• Ordered supplies, including nutritional supplies for the lunch program.
• Managed the incentive program for the participants. This included purchasing MetroCards, and gift cards from various establishments as incentives for our participants. I kept track of the serial numbers of the cards, and to which counselor or program manager the cards were distributed.
• Additional work included duties left by the vacating Fiscal Director; including generating Profit & Loss and Variance reports and filing vouchers at the end of every month to NY State for reimbursement of expenses.

Idealist.org, New York, NY, US, Operations Coordinator

• Managed Accounts Payable and Receivable. Receivable work included check entry, weekly bank deposits, processing credit card payments over the phone and frequent collection calls to delinquent accounts. Payable work included invoice review and entry, mailing payments, and filing all pertinent documentation. Additionally, I assisted with the annual audit and managed the petty cash for the office. I processed Apostille with the New York State Dept. of State in order to wire funds to our South American Office for their payroll.
• Reconciled expense reports for Executive Director and staff. This included credit card and per diem expense reports. I gathered all the supporting documentation including receipts and credit card statements and reviewed the expense report for accuracy.
• Responsible for procurement with emphasis with on cost reduction. I served as point of contact for all vendors. I managed lease agreements for network servers and purchase of office furniture, computer equipment and office supplies.
• Managed mailroom operations. Responsibility included sorting through all mail and distribution to the appropriate parties. I was in charge of all shipping and receiving and maintained adequate postage for general use.
• Organized special events. I helped set up the event space, ordered and set up catering, and registered guests.
• Managed travel for staff, booking flights and ordered blackberry service changes if necessary.
• Managed facilities and served as liaison between the company and building management.
• Responsible for the maintenance and security of office records. I archived the files and kept an inventory of what was sent to the storage facility and ordered file retrievals when needed.