Office Manager

Description

Hushabye Nursery is an Arizona nonprofit organization with a mission to ‘embrace substance exposed babies and their caregivers with compassionate, evidence-based care that changes the course of their entire lives.’ The organization was founded by Tara Sundem, a neonatal nurse practitioner who witnessed firsthand the challenges of newborns exposed prenatally to opioids and those families trying to care for them. Hushabye Nursery’s innovative model offers a safe and inclusive space where mothers, family members and babies – from conception through childhood – can receive integrative care and therapeutic support that offers each child the best possible life outcomes. Programs will include prenatal and postpartum support groups, inpatient nursery services and outpatient therapies.

JOB DESCRIPTION

POSITION OVERVIEW:

This position oversees the daily operations of the Hushabye Nursery office by organizing office operations and procedures and facility management, preparing payroll, and supporting Human Resources and Accounts Payable. 

QUALIFICATIONS/COMPETENCIES:

QUALTICATIONS/COMPETENCIES INCLUDE BUT ARE NOT LIMITED TO THE FOLLOWING:

· In accordance with the vision, mission and values of Hushabye Nursery, the Office Manager is responsible for providing quality services that meets the needs of persons served. 

· Provides services in a supportive, compassionate, and non-judgmental manner that is sensitive to the patient’s and family’s diversity, preserving their autonomy, dignity, and rights.

HR DUTIES:

· Manages designated HR functions including recruitment, onboarding activities (background checks, drug screening, ensuring all required documents received prior to starting), separation entry, turnover reports and attendance.

· Reviews, tracks, and documents compliance with mandatory and non-mandatory training, continuing education, and work assessments. This may include orientation, safety training, anti-harassment training, professional licensure, and aptitude exams and certifications. 

· Handles employment-related inquiries from applicants, employees, and supervisors, referring complex and/or sensitive matters to the appropriate staff.

· Audits on annual basis and ensures that employee, volunteer, intern, student etc. HR records are compliant. 

PAYROLL DUTIES:

· Maintains, and reviews payroll processing system (Paylocity) to ensure timely and accurate processing of payroll transactions including salaries, benefits, garnishments, taxes, and other deductions.

· Ensures accurate and timely processing of payroll updates including new hires, terminations, and changes to pay rates.

· Prepares and maintains accurate records and reports of payroll transactions.

ACCOUNTS PAYABLE DUTIES:

· Performing activities to conduct financial aspects of the business, such as reconciling reports, accounts payable, accounts receivable, and banking.

· Assists finance personnel with General liability insurance renewal as directed.

· Preparing and processing supplier payments and ensuring that a senior Finance Manager has signed all payments off.

· Ensuring that all accounts payable activities comply with relevant financial policies and procedures.

· Investigating and resolving outstanding creditor items.

FACILITY MANAGEMENT:

· Ensuring the facility/physical plant is survey ready: included but not limited to required inspections/drills up to date, facility clean and safe, equipment inspected and in working order.

· Ensures facility repairs are completed in a timely manner, including but not limited to furniture, equipment, electrical, plumbing, HVAC etc.

· Ensures that annual inspections, safety drills etc. are completed according to policy.

· Serving as a liaison to designated contractors/vendors (ie: Security, housekeeping, biomedical, T-Mobile, Waste Management, Shredding, Bio Waste disposal, Zoom, Docusign, Authorize.Net, Concensus etc) 

· Oversees facility inventory process.

OTHER:

· Direct supervisor for Front Desk Receptionist. 

· Completes required orientation and continuing competencies as required by policy and procedure. 

· Other duties as assigned.

Requirements

KNOWLEDGE, SKILLS, AND EXPERIENCE:

· Previous experience as an Executive Administrator, Payroll Administrator or Office Manager required

· Experience in not-for-profit or non-profit environments is preferred

· Payroll administration and software experience required (Paylocity)

· Microsoft Office Software 

· Knowledge of accounting/bookkeeping

· Minimum 3 years of experience

· Bilingual in Spanish is preferred

· Adaptable

· Team Orientation

· Customer Orientation

· Excellent written and verbal communication skills

· Current AZ DPS Level 1 fingerprint clearance 

· Experience working with diverse populations is preferred

· Cross cultural communication experience is preferred

EDUCATION (MINIMUM REQUIREMENTS):

BA – Business administration or equivalent experience required

PHYSICAL/MENTAL DEMANDS & ENVIRONMENT:

PHYSICAL DEMANDS 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to stand; walk; sit; use hands to finger, handle or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch or crawl; talk, hear, taste or smell. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. 

WORK ENVIRONMENT 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

EQUAL EMPLOYMENT OPPORTUNITY:

Hushabye Nursery provides equal employment opportunities to all qualified individuals without regard to race, color, religion, citizenship, ancestry, age, disability, gender identity or expression and sexual orientation, genetic information, familial or marital status, veteran status or national origin. Hushabye Nursery is an Equal Opportunity Employer.

AMERICANS WITH DISABILITIES ACT:

Applicants as well as employees who have or gain a disability must be able to perform the essential duties & responsibilities either unaided or with reasonable accommodation. The organization shall determine reasonable accommodation on a case-by-case basis in accordance with applicable law.