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