Job Description

compensation: $24-29, Full medical & dental, 2 weeks PTO to start

employment type: full-time

experience level: mid level

job title: Office Manager

Come work for our non-profit that supports adults with disabilities that has an employee-focused approach. RESUME REQUIRED.

Position Functions: To assist/take on projects as needed, furthering the mission of the agency. To support the senior administrative staff members and admin support team; to ensure the smooth operation of the main administrative office; to schedule timely maintenance of office equipment, ensure adequate quantities of office supplies and forms are on hand; maintain office filing system; prepare correspondence and documentation for signatures; maintain and control agency credit cards/charge accounts; maintain vendor listing and files. To assure guardianship is completed in a timely manner. To review and monitor all aspects of the trust reports and bank statements. To be the charge for AP and assist with AR. To assist with office support as needed, including problem-solving computer/IT issues experienced by team members.

Primary Responsibilities:

1. To assist in running the administrative office in a professional, organized manner. Ensuring teamwork and respect are a priority of the office.

2. To assure agency compliance with guardianship by maintaining current letters for clients with guardians. Assist with completion of guardianship reports, to be reviewed by the ED & guardians. To maintain a positive working relationship with the courts, and the guardians.

3. To prepare and review the agency bank deposit in a timely manner.

4. To invoice and track payments of outside trainees, as well as maintain professional/open communication with providers and the agency trainers.

5. To order supplies as needed for the administrative office, as well as the sites.

6. To review and monitor all aspects of the Group Training Homes trust reports in a timely manner. To communicate with the managers and administrators regarding the reports and needs for revision.

7. To be the back-up for mail collection and distribution when the primary person is unavailable.

8. To be the charge for all AP transactions, payments and tracking, via QuickBooks Online. To assist the Bookkeeper with AR as needed. To maintain Excel spreadsheets and data related to AP and AR.

9. To support, as needed, office manager tasks and day to day running of the office, such as; answering the phones, greeting guests, maintaining the office environment, issuing keys, make copies, office organization, run errands, etc.

10. To communicate maintenance needs for the administrative office and direct site reports to the appropriate party. To ensure debit reports align with expenses and are reconciled.

11. To maintain a capital equipment inventory and replacement schedule. Oversee operation and maintenance of all agency equipment, including warranties and maintenance contract agreements.

12. To source vendors to optimize cost-effective purchasing and engage in contract negotiation for optimal cost savings.

13. To routinely file all AP and guardianship.

14. To track all registration renewals for the agency fleet.

15. Other tasks as assigned by the Executive Director or Associate Director.

Qualifications/Requirements:

1. A high school diploma or the equivalent and evidence of competence working on computers.

2. Great communication skills and a personal drive to represent the agency in a positive way. Ability to speak with the community regarding the agency.

3. Must be organized as this position will have several projects occurring at the same time.

4. At least 2 years’ experience working in an office setting and with AP.

Benefits: Employees working 30 hours or more are covered by medical, dental and life insurance/Accidental Death & Dismemberment (AD&D). These employees will also receive paid time off (PTO) at 2 weeks (80 hours)/year as well as seven paid holidays a year when worked. Sick leave is paid above the agency PTO policy, based on OT hours worked. Additionally, all employees are covered by the agency Employee Assistance Program (EAP).

Employees are also able to enroll in our agency’s 403b retirement plan, supplemental insurance, as well as a legal services program. Vision is also available to employees to enroll in. Dependents may be enrolled in health care plans at the cost of the employee.

All employees are eligible for discretionary bonuses throughout the year.

*Wage scale encompasses starting wage through long term employment overall.

Responsibilities

[Be specific when describing each of the responsibilities. Use gender-neutral, inclusive language.]

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Qualifications

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