NCA’s Executive Administrator manages the association’s accounting, financials, payroll, benefits, reporting, IRS filings, hiring process, and supports the CEO and board of directors.

We are only hiring candidates who live in Texas at this time.

WHO YOU ARE

You enjoy managing multiple priorities, owning project success, and understanding big picture needs where small details are the difference between mediocrity and excellence. You have considerable experience with QuickBooks Online, managing budgets and financial reports, as well as payroll and benefits administration. You are an enthusiastic professional who is comfortable speaking with our board and members but is also able to exercise exceptional professional discretion. You work well independently, rarely ever miss deadlines, and are able to set priorities with minimal on-site supervision. You are optimistic about getting it all done but are pragmatic about what it will take. You are willing to ask for help and clarification but generally are able to understand tasks assigned and run with it on your own. You enjoy thinking about creative solutions. You are passionate about supporting the President & CEO by tracking and managing a myriad of details without letting them slow you down or cause frustration when there is an immediate need to pivot priorities. You are able to anticipate project needs and have high expectations for quality.

Key Responsibilities

Human Resources

Manage hiring process for managers: job posting, applicant communications
Develop and use SOPs for employee onboarding and terminations
Keep custody of employee handbook
Track learning management for staff

Payroll & Benefits

Process staff timesheets, run approval reports, summary reports, category definitions
Code staff PTO
Process ADP payroll bi-weekly
Process Vanguard retirement contributions bi-weekly
Process Health Savings Account contributions bi-weekly
Create and track employee benefit opt-in forms
Manage benefits program, employee contribution elections, and insurance partner relationships
Keeping the company up to date with Payroll laws such as: FMLA, State leave, and minimum wage requirements

Accounting

Review monthly P&L, balance sheet statements; update Smartsheets reports
Create QBO journal entries, accounts receivables, accounts payables as needed
Assist with preparation of annual audit
Assist with preparation and filing of annual 990 for NCA and NCNF
Supervise accounting assistant

Board of Directors, Advisory Council, Committees

Prepare monthly Board of Directors’ meeting agenda, meeting minutes, documents, and communications
Manage board and officer elections
Track board and staff annual conflict of interest, confidentiality, and expectations agreements
Update annual board member and committee directory
Control association bylaws; update, file, and ensure custody

Smartsheets

Review Smartsheets task summaries daily for risk assessment and overallocated resources
Assist with developing Smartsheets project management tools
Track Smartsheets hierarchy

Support /Travel

Support President & CEO as needed
Staff Conference Registration/Information Desk – (April)
Attend Team Retreat – (October/Nov)
Additional support as needed, for example proofreading materials, preparing reports, pulling and organizing historical documents, participating on social media, supporting events.

Required Qualifications:

Degree in business management or related field of study; significant work experience can substitute for the degree
Strong communications experience with the ability to think critically, identify opportunities, and understand relationships
Excellent writing, editing, and proofreading skills
Independently employ creativity, attention to detail, and conceptualize project needs
Considerable and demonstrable experience with Quick Books Online
Accounting experience, and ability to perform accounting for financial management of the association with specialized experience and understanding of GAAP
Special training in payroll software systems
Fast typewriting skills with limited errors
Expert or high proficiency on attention to details assessment (Indeed)
Unquestionable levels of professional discretion and confidentiality
Confidence and ability to exercise independent judgment customarily and regularly.
Ability to lift up to 50 lbs, assemble event materials, stand at registration desk for 12 hours per day
Exceptional organizational skills

NCA's Executive Administrator customarily and regularly exercises discretion and independent judgment. Performs specialized or technical work requiring special training, experience or knowledge. Requires exceptional confidentiality in this role.

Preferred Qualifications:

Experience with project management software
Experience with contact management software

Salary:

Range (DOE) $72,000-$99,890

Benefits:

retirement plan plus matching contribution
health, dental, vision, short and long term disability, and life insurance
health savings account contribution
generous vacation and holiday paid-time-off.

Position & Location

This is a full-time, exempt position with a week of required travel in both mid-April and early fall (Oct/Nov), at minimum or as needed. Employees of NCA work independently from home offices, however, staff is required to live in TX and attend training and meetings in Round Rock, TX. Staff members are required to have a dedicated home office, ethernet, and child care. NCA will provide staff a phone, computer, external monitor, webcam, and office supplies.

WHO WE ARE

We are a National Association which provides education, support, and resources to organizations who administer the USDA Child and Adult Care Food Program (CACFP). The CACFP provides aid to child and adult care institutions and family or group day care homes for the provision of nutritious foods that contribute to the wellness, healthy growth, and development of young children, and the health and wellness of older adults and chronically impaired disabled persons.

We work with the Child Nutrition Community with Child Care Providers, CACFP Sponsors, State Agencies, and the USDA so that more than 4.9 million children and 120,000 adults receive nutritious meals and snacks each day as part of the day care they receive.

National CACFP Sponsors Association

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Executive Administrator