Job Activities for Mary Kate Watson

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Job Title

Office Coordinator

Original job description is at Office Coordinator

My areas of work

Projects

• Beancounting

  • count tills weekly
  • enter data into books as needed
  • reconcile books monthly
  • pay bills
  • organize and maintain filing system
  • occasional bank runs
  • quarterly budgets for board

• Taxes

  • build timeline
  • file extensions
  • pay fees
  • gather information
  • pursue outsourcing
  • work directly with tax preparer

• Payroll

  • poke staff
  • collect & enter hours monthly
  • call in hours & other details
  • amend incorrect paychecks in a timely manner

• Phones

  • change opening and closing greeting
  • adding & removing phones & extensions
  • troubleshoot phone issues (with Darryl)

• Documentation

  • maintain front desk documents for volunteers & sign-up
  • oversee large donations thank yous
  • ongoing updates of freekiwiki and hard copies
  • communicate with ASSes regarding database
  • maintain employee & board files
  • maintain accounting files

• Office Support

  • work front desk
  • manage community service volunteers & their paperwork
  • hire paid front desk intern every 6 months
  • hire unpaid office intern every 3 months
  • interview, train and manage office area interns
  • receive and distribute mail
  • dirty towel laundry for cleaners every 2 weeks

Committees & Meetings

• Staff
• C7
• Inreach
• Events (ad hoc)

Floor Shifts

• Front desk - 17+ hrs/week

Future Goals

• propose and implement safe update to lobby floor and desk
• learn pre-build to support floor shifts
• learn receiving to support floor shifts
• build knowledge of all areas to enhance front desk support to FG
• build confidence with freekboxen (software, hardware, linux)
• make time to audit various classes to increase FG knowledge
• learn more about gnucash and general FG accounting
• understand payroll better (retirement, recording W-4 changes, etc.)
• support schedules? part of my job description

Immediate Projects

• floor for lobby (Matteo asking bathroom guy after it's done)
• phone wiki update
• budget wiki update with Richard
• manage community service volunteers
• tax form preparation
• raffle for Geek Fair
  • gather items
  • create flyer
  • gather tickets
  • utilize Julie for support
• support Jacob & booths for Geek Fair
• train Office Volunteer Intern
• begin hire process for new Front Desk Intern for August
• support group tours through Inreach
• read, read, read!: gnucash tutorial & wiki content