Office Manager

About us

Big Brothers Big Sisters of Flagstaff is a small business in Flagstaff, AZ 86001. We are inclusive, fun, rewarding and our goal is to Create and support mentoring relationships that ignite the power and promise of youth. .

Our work environment includes:

• Work-from-home days
• Safe work environment
• Relaxed atmosphere

TITLE: Office Manager
STATUS: Part-time Exempt or Part-Time Non-exempt (at the discretion of the Executive Director) M, W, F required, hours in office flexible

RESPONSIBLE TO: Executive Director

BY APPOINTMENT OF: Executive Director
WAGE: $20.00 per hour

QUALIFICATIONS:
Education: Office Manager (hereafter referred to as OM) must have any combination of experience and training equivalent to a Bachelor of Science or Bachelor of Arts degree.

Skills: OM must be experienced in office management and general bookkeeping skills. Computer experience including a working knowledge of Quick Books and Microsoft products (Windows, Word, Excel, and Outlook) is required. Experience with fundraising and donor management systems is preferred. OM must demonstrate strong organizational, written and verbal skills and attention to detail. OM must represent the agency in a professional manner and must be able to demonstrate initiative, responsibility and accountability.

Personal: OM must be mature, able to convey warmth and acceptance, and be able to quickly establish rapport with clients, volunteers, staff and board members. OM must be in agreement with the philosophy of BBBS. OM must also be flexible and possess a sense of humor.

RESPONSIBILITIES:
 Process office payroll, bank deposits, transfers, and credit card payments. Process federal tax deposits and quarterly taxes. Process accounts payable, balance checking and savings accounts and process general ledger data and reports. Oversee organizing and processing of fund raising events as assigned by board fundraising committees. Track and monitor staff work/PTO hours Enter donor and volunteer data into computer database programs. Organize and manage all front office file systems. Type and send out meeting notices, and misc. written and email correspondence, thank you letters, and manage bulk mailings. Maintain current board member information (address, email, etc). Purchase and manage office supplies. Greet (phone and in person) public, clients and volunteers and initiate enrollment process.  Check agency voicemail messages and distribute them as needed. Process daily mail at office and post office.  Participate in staff meetings. Perform other agency staff duties in event of emergency absences as needed.  Recruit prospective volunteers for programs. Complete other duties as assigned.

PROPER WORK ETIQUETTE:

Dress Code: Inappropriate clothing are not allowed. Professional attire is required.

Confidentiality: Absolute confidentiality is required. The OM will have access to personal information regarding volunteers and clients. A breech of confidentiality will result in immediate dismissal.

Work Attitude: OM is expected to work on the job. If the amount of work or intensity of work is not satisfactory, this could be cause for dismissal. If OM has any questions regarding a project or task, they should feel free to ask any questions. Asking questions is better than doing something inaccurately. OM will be working with many volunteers, parents, and board members. OM is expected to be pleasant and helpful. It is important that accurate information is dispersed. General office etiquette is expected to be adhered to.

Policy and Procedure Compliance: OM is required to read and comply with the employee manual at all times. Time for reading the manual is given during the initial training period, but the OM should continue to maintain knowledge of the manual’s standards and requirements.

COMMUNICATION:
The supervisor may provide an on-going evaluation of the OM’s performance and other work habits. OM should feel free to also communicate if they are unsure of an assigned task, any proper office etiquette, or anything else of concern to the OM. A formal evaluation (without pay increase) may be held one month after employment (or sooner if the need arises). This will also serve as a mutual time for communication.

TRAINING:
OM is required to participate in all agency in-service training's.

TO APPLY:

Please submit your resume and cover letter via the really.com portal. A BBBSF staff person will contact you to complete an employment application if you meet the qualifications.

Job Type: Part-time

Pay: $20.00 per hour

Benefits:

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

COVID-19 considerations:
All Employees must follow current agency COVID protocols upon being hired.

Education:

• Associate (Preferred)

Experience:

• Microsoft Office: 1 year (Preferred)

Work Location: One location