Office Manager

Office Manager

This position provides support to leadership staff in the areas of finance, volunteers and interns, human resources, marketing and fund development. The position serves as the first point of contact in the outreach office, responding on the phone and in person to needs from both survivors and the general public.

Administrative Responsibilities:

• Collect and sort mail
• Organize and maintain filing system (grants, vendors, contracts, etc)
• Attend and take minutes at board meetings (committees and full board)
• Answer business phone line and direct call to the appropriate staff person or respond to the caller
• Welcome and greet guests who come to the outreach office
• Assist with monthly reporting requirements for services, volunteers and donations

Finance:

• Enter accounts payable and accounts receivable into Quickbooks,
• Code payables, including all types of client assistance, to the appropriate funding source
• Prepare checks for accounts payable
• Track and reconcile credit card, petty cash
• Assist with payroll responsibilities
• Serve as a backup person for finance responsibilities

Human Resources:

• Coordinate onboarding of new employees, interns, and volunteers, including paperwork, orientation, and training
• Coordinate offboarding of employees, including exit paperwork
• Assist with recruitment of employees including prioritizing job applicants, calling references, etc.
• Assist with retention of employees by serving as point of contact for morale, wellness, and training initiatives
• Maintain and update employee files, including certifications and renewals

Volunteer/Interns:

• Oversee volunteers and interns, serving as first point of contact
• Maintain files, including certification and renewals

Fund Development:

• Maintain and use donor data base; including documenting donations, generating thank you letters, sending thank you letters and running reports.

• Provide administrative support for fundraising events; track participants and correspondence, serve as point of contact

Marketing:

• Respond to web inquiries regarding services, donations, etc.

Survivor Centered Responsibilities:

• Serve as an available advocate to respond to survivor needs
• Serve as an additional backup person to answer the crisis line during shelter team or other advocate meetings

Qualifications:

• At least two years’ experience secretarial and/or administrative support.
• General accounting skills.
• Needs to be comfortable on the computer and be able to maneuver within unfamiliar software without being intimidated.
• Must possess at least an intermediate skill level in Microsoft Word with basic knowledge in Excel.
• Must have experience in data base management.
• General understanding of operations, agency philosophy and be supportive of survivors.
• Ability to effectively relate to other staff, community contacts, and maintain effective working relationships.
• Must possess great attention to detail and organizational ability
• Must be able to work in a flexible work environment, work under pressure, and meet deadlines.
• Must be a self-starter, able to take initiative and ownership of new projects and responsibilities of position.
• Must be able to work independently, anticipate problems and present solutions.

ABILITIES:

Must be able to write effectively; schedule, observe, record, and interpret performance and work related behaviors; effectively instruct, do basic math; communicate effectively and work with a variety of people in a pleasing manner; organize, prioritize and plan work to meet deadlines; demonstrate professional responsibilities and learn and apply new concepts and ideas; have ability to enhance and foster independence integration and productivity.

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 required to stand, sit, talk and hear, use hands to finger, handle and feel objects and reach with hands and arms. Occasional

lifting of up to twenty pounds is required. Vision requirements include close, distant, and peripheral distinction. Operation of a motor vehicle is necessary, requiring a valid driver’s license and current vehicle insurance.

Job Type: Full-time

Pay: $35,000.00 - $41,000.00 per year

Benefits:

• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Work Location: In person

Salary : $35,000 - $41,000