Office Manager

JOB DESCRIPTION

Title: Office Manager

Position Summary: Responsible managing professional responsibilities across internal, external, organizational, and community involvements. This role provides high level support in an ever-changing, fast-paced environment. Responsibilities include handling confidential information with utmost discretion, integrity and diplomacy.

The ideal individual exercises good judgment, poise and flexibility in a variety of situations, possesses strong attention to detail, has solid written and verbal communication skills as well as exceptional administrative and organizational skills. This individual must have the ability to balance multiple priorities, problem solve, work independently on projects and contribute to the long-term success of the organization.

This individual will work professionally with all levels of internal management and staff, board members, program participants, external executives, and our community members. This position reports directly to the Executive Director..

Position: Salaried ($41,600-$44,720 annually)

Schedule: M-F 9am-5pm.

During program season and events hours will vary based on program and event need. Must be flexible to accommodate the needs of the organization during peak seasons, events, and for programmatic activities.

Core Duties and Responsibilities

45% Office Management:

• Answering and managing all incoming calls, greeting visitors, mail and package distribution

• Manage vendor invoices, check requests, and other financial forms for accountant

• Manages forms and procedures necessary for accurate financial and program reporting

• Works with accountant to ensure all monthly financial documents are available

• Catering - managing for internal and external meetings

• Planning and implementing employee events

• Office supplies-ordering and organization of office supplies

• Creating and maintaining internal/external phone, birthday, anniversary and other lists

• Facilitating business card orders when needed

• Support records management/archiving/shredding

• Creates forms and implements procedures for smooth operation of the office

• Creating and maintaining employee personnel files

• Oversees preparation of outgoing mail and distribution of incoming mail

• Maintains supply, equipment, and furniture inventory

• Maintains inventory of all in-kind donations (with program coordinators)

• Develops and maintains efficient and organized filing systems

• Assist with updating job descriptions, Employee Handbook and other necessary updates

• Record all cash and in-kind contribution receipts in Apricot

• Compose and send thank you letters for every donation received

• Responsible for database financial entry for all programs and events in Apricot and/or Quickbooks

• Pull needed financial reports from Apricot and/or Quickbooks

when requested

• Review marketing materials before they go out

• Assist with other tasks as assigned and required for the smooth and efficient running of the office and organizational annual events

35% Administrative support:

• Must be proactive, organized, and future focused, and able to anticipate the moves and needs of the executive director.

• Maintaining and providing electronic signatures and documentation as requested

• Planning, executing, and coordinating staff meetings, also coordinating and supporting leadership team meetings

• Performing administrative responsibilities; taking meeting notes, preparing correspondence, and managing files

• Keeping organized financial documents, records and reports

• Responsible for preparing annual reports and assisting the Executive Director with other reports as necessary

• Work well under pressure, balancing multiple priorities and working independently on projects, including special project coordination

• Ability to work outside of normal business hours

• Managing appointments and up to date contacts for multiple calendars composing and preparing correspondence, compiling documents for meetings, and conference calls, virtual engagements.

20% Other Duties include (but not limited to):

• Manage Staff hours and approve time cards bi-weekly and on time

• Manage staff PTO, Flex Time, and Time off requests

• Event planning and execution

Minimum Qualifications:

• Minimum 3-5 years experience as an Office Manager Exceptional organizational skills, ability to multitask, prioritize and think on your feet

• Strong written and verbal communication skills with great attention to detail

• Strict adherence to confidentiality

• Ability to function well under pressure and adapt to a changing environment

• Technology competency – demonstrated ability using the suite Office 365 applications (Word, Excel, Outlook, and PowerPoint); including Google G-Suite, Zoom and other meeting applications

• Must have strong interpersonal skills and the ability to work with different personalities and communities

• Must be a team player with a “can-do” attitude

• Skilled in managing time, deadlines, and with strong problem-solving skills.

• Event planning and coordination experience

• Previous supervisory experience a plus

Job Type: Full-time

Pay: $41,600.00 - $44,720.00 per year

Benefits:

• Flexible schedule
• Health insurance
• Paid time off
• Professional development assistance

Schedule:

• 8 hour shift
• Monday to Friday

COVID-19 considerations:
We continue to follow COVID protocol. When possible, we offer hybrid work opportunities.

Ability to commute/relocate:

• Saint Paul, MN: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Office Management: 3 years (Preferred)
• Office Assistant: 3 years (Preferred)

Work Location: One location

Salary : $41,600 - $44,720