Office Manager

Title: Office Manager - Full Time (Exempt-Salaried)

Salary Range: $48,000-$50,000

Statements included in this description are intended to reflect in general the duties and responsibilities of this classification and are not to be interpreted as being all inclusive.

Relationships

Reports to: Executive Director

Subordinate staff: None

Summary Description

The Office Manager is generally responsible for all administrative tasks related to supporting the Executive Director and senior leadership team. The Office Manager role is a supportive role to all departments and focus will fluctuate based on need. Typically the hours are M-F 8am-4pm. Extended hours, evening and weekend availability are occasionally necessary.

Knowledge, Skills, and Abilities needed

Strong computer skills with an emphasis upon the areas of office administration. Ability to multitask, strong verbal and written communication skills. Proficient understanding of financial processes and experience with data entry. Detail oriented and organized. Promotes an atmosphere of warmth and understanding. Maintains confidentiality in matters concerning the organization, staff and guest families. Maintains a positive attitude, provides assistance to guest families as needed. Must physically be able to move quickly, spend long hours standing or on your feet & be able to lift a minimum of 25lbs. Must have reliable transportation and be able to make weekly trips to/from the bank, post office, etc.

Executive Support: Provide administrative support to the Executive Director.

• Organize meeting calendars, take notes when necessary and handle all Board and committee communications.
• Coordinate set up for meetings, scribe and disseminate minutes and agendas.
• Coordinate all aspects of in-House meetings and networking events, including invitations, program, food & beverage.Coordinate staff to assist with activities.

• Maintain all administrative tasks (computer tracking, renewals, correspondence) associated with fund development programs; Monthly giving, namings, planned giving, etc.Ensure regular updates to the donor wall(s)/room namings, including orders and installation.

• Maintain a meeting calendar for the Conference Room for both in-house meetings and outside organizations.
• Coordinate set up for Board/Committee Meetings.

Operations

• Assist the Director of Operations in maintaining all manuals and handbooks pertinent to staff and office procedures and all official corporate documents.
• Handle administrative responsibilities related to liability and corporate insurance. Including, retention, renewals and claims.

Administrative

• Manage inventory and ordering of office supplies.
• Manage contracts and maintenance of office equipment.
• Open and distribute mail.
• Maintain all electronic and physical filing systems. Including retention.
• Provide administrative support to senior leadership staff as needed.
• Bank and post office runs as necessary.
• Answer phones and doors as necessary.
• Assist volunteers and guest families when necessary.

Human Resources

• Handle all aspects of payroll.
• Track staff benefits including time off, health insurance, retirement contributions & background checks.

Financials

• Deposit checks using a remote scanner.
• Maintain bookkeeping related to cash receipts and revenue/expenses.
• Maintain bookkeeping related to credit card receipts.
• Manage accounts payables (cutting checks, ACH payments, auto pay bills).
• Prepare financial reports and statements – monthly, quarterly and annually – for review by the Executive Director and Board Treasurer.
• Work with CPA firm and not-for-profit auditors on an annual basis.
• Distribute final reports as directed.
• Work with the Executive Director and key staff on monthly and year-to-date review and analysis of budget variance.

Database Support

• Data Entry of offline donations and thank you correspondence.
• Update and maintain database and constituent records as needed.
• Provide feedback through database support and office to improve processes with the database.

Special Projects

Responsible for special projects as assigned by the Executive Director.

Job Type: Full-time

Pay: $48,000.00 - $50,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday
• Weekend availability

Shift availability:

• Day Shift (Required)

Work Location: In person