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Administrative Clerk II

Full Time

Job Title: 

Administrative Clerk II



Reports To:

Director Of Accounting

Position Overview 

Performs Administrative duties assigned under the direction of the Director of Accounting and Human Resource & Payroll Supervisor. Assists in the coordination of duties that ensure POLM programs are compliant with generally accepted accounting principles (GAAP) and current grant guidelines and policies. 

Essential Functions 

  • Front Desk Receptionist 

  • Greet and welcome clients, guest, visitors as soon as they arrive at the office. 

  • Redirect phone calls to the appropriate department and take down messages. 

  • Ensure the front desk is neat, presentable, and equipped with all the necessary supplies such as pens, forms, and paper. 

  • Provide basic and accurate information in-person and via phone/email. 

  • Receive, sort, and distribute daily emails/message. 

  • General Administrative Functions 

  • The Administrative Clerk functions as an assistant in the Accounting and Administrative department and will assist primarily Claims Specialist/A/P Clerk to complete their duties. 

  • Deliver mail pick up at post office and HQ mailbox. Sorts and distributes incoming and outgoing mail. 

  • Deliver bank deposits at Pacific Premier Bank. 

  • Special Projects as Assigned (i.e., event coordination 

  • Completes research and other inquiries as requested 

  • Assists Director of Accounting and Human Resource Supervisor with Administrative needs as requested. 

  • Accounts Payable Functions 

  • Receive all invoices, stamp, attach supporting documentation if applicable, and obtain correct approval(s) prior to scanning and sending to Claims Specialist/Accounts Payable for entry into the accounting system. 

  • Ensure the proper collection and documentation of receipts, Purchase Requisitions, and check requests with oversight by the Director of Accounting. 

  • Assist in weekly check preparation and obtain correct signatures. 

  • Prepare checks for mailing, claims processing, and maintain filing system. 

  • Accurate tracking of voided cancelled and/or stopped checks in the Voided Check Registry in Excel. 

  • Monthly Close 

  • Assist Director of Accounting and Claims Specialist in monthly closing procedures and documentation for compliance to fiscal policies and procedures for internal and external grant requirements. 

  • Research A/P inquires as needed. 

  • Other duties as assigned

Required qualifications:

  • High School Diploma or equivalent. 

  • Computer Skills: Word, Excel, Acrobat, etc. 

  • Ability to maintain strict confidentiality. 

  • Employment eligibility verification. 

  • Reliable personal (not public) transportation available for occasional errands. Mileage will be reimbursed. 

  • Successful completion of background screening. 

Physical Requirements: 

Administrative staff is often required to assist with office cleaning and arrangements. Physical requirements include but are not limited to the following: 

  • Assisting with occasional office furniture moving. 

  • Office housekeeping and restocking of office and facility supplies. 

  • Carrying up to 30lbs for short distances. 

  • Bending down and lifting is occasionally required.

NOTE: This job description is not intended to be all-inclusive. Employee may perform other
related duties as negotiated to meet the ongoing needs of the organization.

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