Phoenix Office Administrator

FTE, non-exempt
$16-$20/hr with benefits
Monday-Friday 9-5
Phoenix office

Reports to: Deputy Director

Reporting to the Deputy Director, the Office Administrator will take responsibility for administrative and organizational tasks. This position will complete regular fixed responsibilities, as well as have the opportunity to take on special one-time projects related to finance, organization, and office management.

Regular responsibilities include, but are not limited to:

  • Facilities Coordination
    • Opening and closing the Phoenix office in accordance with the office hours.
    • Ensuring the cleanliness and security of the Phoenix office.
  • Inventory & Purchasing
    • purchasing and returning office supplies, receiving and making payments, shipping and receiving, establishing and implementing inventory processes, supplying inventory reports to Leadership.
  • External Correspondence
    • Answering e-mails on behalf of leadership staff.
  • Internal Communications
    • Drafting internal procedural changes and e-mails to staff with direction from the Executive Director and Deputy Director.
  • Phone Calls/Reception
    • providing customer service to volunteers and participants who come to the office, promptly answering the SPW hotline and email address.
    • Ensuring coverage when unavailable.
  • Filing Systems and Google Drive
    • Assisting with the ongoing organization of both paper and cloud-based data storage, Archiving outdated documents, directing staff to the proper locations
  • Appointment Setting
    • Staying informed regarding the daily schedules of the Executive Director and Deputy Director to inform staff and schedule appointments on their calendars.
  • Bookkeeping Assistance
    • On an as needed basis; recording transactions, submitting payroll and employee reimbursement checks, running and submitting expense and other financial reports online via Quickbooks, communicating with our accountant to streamline bookkeeping processes.

Special projects may include, but are not limited to, data entry, conducting preliminary research on products for purchase, implementing project management tools, advertising for specific program needs and other duties as assigned.

  • One year relevant experience
  • Excellent customer service and communication skills
  • Flexibility to work in a quickly growing organization
  • Excellent organizational and self-management skills
  • Must embrace the concept of harm reduction and be comfortable engaging with people who use drugs
  • Must be proficient in Microsoft Office and Google Drive
  • Must hold a valid driver’s license in the State of Arizona
  • Must have own reliable transportation
  • Must have a habit of excellent attendance
  • Experience with Quickbooks Online and Salesforce a plus
  • Applicants fluent in Spanish are strongly encouraged to apply

Jobs at Sonoran Prevention Works

Bookkeeper

FTE, non-exempt
$17-21
Monday-Friday, 8-4/9-5
Phoenix office

Reports to: Deputy Director
Supervision responsibilities: None at this time
Travel: Less than 10% of the time

The Sonoran Prevention Works Bookkeeper is responsible for maintaining accurate financial entries and records for the organization. In partnership with a CPA and the SPW Deputy Director, the Bookkeeper enters financial transactions into our accounting system on a daily basis, assists with accounts receivable and accounts payable, organizes receipts, prepares financial reports, and submits expense reports to funders. The Bookkeeper keeps the chart of accounts organized and assists the team with reconciliation.

  • Properly codify transactions in accounting software
  • Coordinate with staff to collect and organize receipts and expense information
  • Creating and sending invoices (accounts receivable)
  • Submitting payroll
  • Maintaining and applying accurate allocation formulas to expenses

Required

  • Proficiency in Quickbooks and/or Quickbooks Online
  • Prior experience with nonprofit finance/accounting
  • Demonstrated knowledge of cost allocation and multi-departmental accounting systems
  • Must be committed to harm reduction philosophy and to working with people and communities impacted by drug use and sex work
  • Interest in expanding your analysis and knowledge about the role that racial inequity plays in society and in drug-related harms, and are committed to building and/or deepening your commitment to racial equity
  • Excellent communication skills
  • Self-starter with creative problem-solving skills

Preferred

  • Experience with state or federal financial reporting a plus
  • Demonstrated knowledge of government contracts and GAAP
  • Facilitative and collaborative leadership style. Proven ability to work in a dynamic team. Must be able to flexibly share leadership

Proficiency with Quickbooks Online, Google Drive, and Microsoft Office
Applicants who are fluent in Spanish, people of color, LGBTQIA2S+, or with lived experience with drug use, sex work, HIV/AIDS, or hepatitis C are strongly encouraged to apply.

The hourly rate range for this position is $17-$21, depending upon experience and qualifications. Sonoran Prevention Works offers benefits that include health, dental, and vision insurance, 3-4 weeks paid vacation, sick leave, and mileage reimbursement.

Sonoran Prevention Works (SPW) is a statewide nonprofit committed to improving the quality of life for Arizonans made vulnerable by drug use, sex work, and other stigmatized activities. Founded in 2011, SPW has rapidly grown to manage the state’s largest overdose prevention and naloxone distribution program, maintains a syringe service program in Kingman, works to change policy at state and local levels with its constituent advocacy network, and is one of the nation’s first harm reduction programs to bill Medicaid for outreach services. SPW currently maintains a staff of over 20 employees in 7 counties, with a budget of $2 million.

People who use (or used to use) drugs, current or former sex workers, people of color, women, members from the LGBTQIA communities, those who have experienced housing insecurity, people who have received harm reduction services, and people living with HIV/AIDS and/or hepatitis C are strongly encouraged to apply.

Sonoran Prevention Works is an equal opportunity employer. People of color, people who are LGBTQI, and people who have personal experience with drug use, sex work, HIV, HCV, and incarceration are strongly encouraged to apply.

SPW does not discriminate in any of its activities or operations on the basis of race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, drug-related criminal record, marital status, sexual orientation, HIV/AIDS status, substance use, or military status.