Job Opening:

 

Overview of Position:

Office Manager will be responsible for helping the Executive Director manage the operations of the organization and its financial transactions. This position will also serve as human resources liaison, information systems liaison, and inventory/supplies manager.  A high level of confidentiality is required.

 

Job Description:

Office Manager manages the general operational activities of the organization including scheduling and preparation for meetings and events, managing supplies, maintaining office equipment, evaluating new equipment and resources, supervising Administrative Assistant and Student Interns and their workflow and priorities, ensuring the office is clean and organized, managing employee benefits, and onboarding of new employees.  Office Manager is also responsible for accounts receivables/payables, payroll management, deposit preparation, audit preparation and reports, managing cash and reporting to boards/committees. This position will assist the Executive Director with annual budget preparation and membership billing.

 

Job Responsibilities:

• Schedule and prepare for meetings, including agendas and minutes, as requested by the Executive Director.  

• Assist Directors with events and projects, as requested.

• Manage supplies and inventory for the organization.

• Supervise and train Administrative Assistant and Student Interns, coordinating their workflow and setting priorities and goals.  

• Manage all aspects of day-to-day bookkeeping and accounting processes. 

• Handle general ledger and major account reconciliations along with managing journal entry postings.

• Prepare monthly and quarterly financial reports, including standard financial reports, budget vs. actual reports and specific financial reports as requested in Quickbooks.

• Receive payments through a credit card payment processing system and manage all transactions. 

• Process and pay all invoices in a timely manner. 

• Receive and deposit all organizational revenue. 

• Execute payroll activities using a 3rd party payroll service provider. 

• Perform annual 1099 reporting process for vendors. 

• Coordinate with outside CPA and auditors in preparation of year-end audit. 

• Maintain accounting procedures and policies and systems of internal controls to ensure the integrity of all financial systems.

• Manage the invoicing of membership dues and sponsorships through customer relationship management software.  

• Track and properly record expenses for grants, state and federal funds. 

• File quarterly and yearly payroll and withholding taxes to state and federal agencies. 

• Oversee the service contracts for the organization such as IT, cleaning, insurance, building maintenance/repairs. 

• Bid out all services of the organization and negotiate contracts. 

• Oversee the maintenance of the building and all equipment for the organization. 

• Manage employee benefits and personnel information. 

• Willingness to perform administrative responsibilities to execute the mission of the organization. 

 

Job Requirements:

• Skilled in planning, organizing and executing projects. 
• Excellent verbal and written communication skills, as well as customer service.
• Experience with volunteers, boards and committees.
• Ability to work independently and follow through on assignments with minimal supervision. Experience with computerized accounting systems; Quickbooks preferred.
• Advanced Microsoft Excel skills and the ability to manage large amounts of data.
• Proven knowledge of accounting principles, practices and standards.
• A high level of confidentiality is required.
• A valid driver’s license is required.

 

Education/Experience: 

Bachelor’s degree or three years of experience in office management, accounting, finance, business or similar field. Any equivalent combination of education and experience will be considered. 

 

Salary:

Will be determined based on qualifications and experience.