Office Manager

About us

Our mission is to build strong kids, strong families, and strong communities. In the Y, we strive to model the character values of caring, respect, responsibility and honesty every day. We are welcoming: we are open to all. We are a place where you can belong. We are genuine: we value you and embrace your individuality. We are hopeful: we believe in you and your potential to become a catalyst in the world. We are nurturing: we support you in your journey to develop your full potential. We are determined: above all else, we are on a relentless quest to make our community stronger beginning with you.

Job Description

The Office Manager plays a pivotal role in ensuring the smooth and efficient operation of the YMCA of Douglas County's business office. This position oversees all aspects of office administration, including payroll, finance, human resources, grants, fundraising, and general office management. The Office Manager reports directly to the CEO and collaborates closely with department heads to support the organization's mission and goals.

Key Responsibilities:

Financial Management:

Manage day-to-day financial operations, including accounts payable, accounts receivable, and payroll processing.

• Prepare and monitor budgets in collaboration with the CEO and department heads.
• Ensure compliance with financial policies, procedures, and regulatory requirements.
• Oversee all:

- Account reconciliations

- Credit Card reconciliations

- Retirement accounts

- Unemployment and Workman's compensation

- Audit preparation

- Quarterly 941 payments

- Lease payments

- Recurring Journal Entries

- YUSA Licensing and Registration

- YMCA Insurance policy management and renewals

- Chart of accounts

Human Resources:

Oversee HR functions, including recruitment, onboarding, benefits administration, and employee relations.

• Maintain personnel records and ensure compliance with employment laws and regulations.
• Develop and implement HR policies and procedures to promote a positive work environment.
• Provide guidance and support to staff on HR-related matters.

Grants and Fundraising:

• Oversee grant application processes.
• Supervise Development and Marketing Coordinator
• Manage grant reporting requirements and ensure compliance with grant agreements.
• Coordinate fundraising efforts, events, and campaigns to support organizational goals.
• Collaborate with the CEO and Development Coordinator to identify funding opportunities and donor prospects.

Office Administration:

• Supervise office staff and manage day-to-day office operations.
• Coordinate office supplies, equipment maintenance, and facility management.
• Develop and maintain efficient filing systems and administrative processes.
• Serve as the primary point of contact for external vendors and service providers.

Communication and Coordination:

• Facilitate communication and collaboration between departments and staff members.
• Schedule and coordinate meetings, appointments, and events as needed.
• Serve as a liaison between the CEO and other staff members, relaying information and requests as necessary.

Compliance and Risk Management:

• Ensure compliance with relevant laws, regulations, and organizational policies.
• Identify and mitigate potential risks to the organization through proactive risk management strategies.
• Maintain confidentiality of sensitive information and ensure data security protocols are followed.

Qualifications:

• Bachelor's degree in Business Administration, Finance, Human Resources, or related field preferred.
• Minimum of 3 years of experience in office management, finance, HR, grants, or fundraising role.
• Strong organizational and multitasking skills with attention to detail.
• Excellent communication and interpersonal abilities.
• Proficiency in Microsoft Office Suite and other relevant software applications.
• Knowledge of payroll processing, financial management principles, and grant/fundraising best practices.
• Ability to work independently and collaboratively in a fast-paced environment.
• Commitment to the mission and values of the YMCA.

Compliance with Oregon Law: This job description complies with all relevant Oregon state laws regarding employment practices and regulations.

**Note:** This job description is intended to convey information essential to understanding the scope of the position and is not exhaustive. Duties, responsibilities, and activities may change or be supplemented at the discretion of the YMCA of Douglas County.

Job Type: Full-time

Pay: $59,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Retirement plan

Schedule:

• Monday to Friday

Experience:

• Human resources: 1 year (Preferred)
• Office management: 3 years (Required)

Ability to Relocate:

• Roseburg, OR 97471: Relocate before starting work (Required)

Work Location: In person