Office Manager-Full Time
The Office Manager is a crucial position at New Beginnings Counseling Center requiring an individual who has the ability to run a mid-sized non-profit’s administrative operations and activities with minimal direction or training, i.e., appropriate candidate has prior administrative experience running an office. The position is salaried 40-hour-per-week full-time benefited position. Salary is DOE. Some evening and/or weekend hours necessary to assist with agency events and occasional community outreach events.
Responsibilities include: Maintaining office services by organizing office operations and procedures; preparing payroll; preparing AP/AR and government grant invoicing with detailed back-up documentation; managing donations and donor correspondence with Development Coordinator; maintaining filing systems; maintaining health, general liability and other insurance requirements for multiple contracts and employees; recording and organizing daily cash receipts for high-volume counseling clinic; recording and tracking financial aspects of donations, grants and contracts; providing administrative support for Executive Director; working with Clinical Director to maintain clinic client balance information; compiling data for required grant reporting; ordering office supplies and equipment; managing human resource files and employee paperwork and assisting with personnel management; conduct new-hire orientation and train new office staff on office procedures; utilize QuickBooks to report on budget and program expenses, P&L and other basic financial reports; maintaining electronic and paper files for all office systems; working with our bookkeeper, IT provider, telephone and other office vendors; operating and maintaining phone management system; manage accounts payable and accounts receivable and bank account deposits, regulatory compliance and external audits; and contributes to agency team efforts by accomplishing related tasks as needed.
The ideal candidate is highly organized and very detail-oriented; is a self-starter, has initiative and is self-directed enough to complete tasks with minimal direction and oversight; uses independent judgment to produce a quality work product within tight time and budget constraints; has high professional standards, and communicates with diplomacy and tact; has excellent computer skills, including strong competency with Quickbooks and Microsoft Office Suite; has excellent written and verbal communication skills; is a team player who enjoys working collaboratively but who can also work independently; and is able to juggle a variety of tasks, clearly defining priorities, and managing time efficiently.
This is a fast-paced job with a lot of responsibility. We have a very nurturing and collegial working environment with a sharp group of hard-working individuals. We are looking for an exceptional employee with good humor, flexibility, and integrity. Attention to detail is key, as is the ability to multi-task, prioritize, and track and meet regularly occurring deadlines. Exceptional references and a demonstrated ability to perform job functions are required. A background check will be conducted. Position begins ASAP, with existing Office Manager providing as much transition assistance as possible.
Send resume, and a list of three professional references to firstname.lastname@example.org. If we feel you are a good match for the position, you will be contacted to schedule an interview as soon as possible.