Office Manager Jobs

Role: Office Manager

Organization: Son of a Saint

Position Type: Full-Time

Position Summary:

The Office Manager directly supports and reports to the Chief Operating Financial Officer and will also provide administrative support to the CEO and Directors. The duties of the position vary from daily routine administrative tasks to special event and project management. The office manager will oversee office procedures, manage office supplies, and ensure efficient functioning daily office activities. The selected candidate should possess the task-oriented skills needed for the administrative aspect of the position as well as the goal-oriented attention to detail needed for special projects.The candidate will have contact with other business executives and community leaders. Therefore, as all Son of a Saint staff members, the candidate should be able to conduct themselves in a professional manner in a public setting and have a good understanding that they are an ‘ambassador’ for the organization.

The position includes access to information of a confidential nature. Strict adherence to procedures and protocols is required.

Essential Duties and Responsibilities:

Chief Operating Financial Officer Support (10%)

● Assist the COO/CFO with meetings, such as the team meeting and committee meetings.

● Assist the COO/CFO with presentations.

● Manage the COO/CFO's schedule and calendar.

● Assist with collecting and recording expense receipts.

● Assist the COO/CFO with other functions and duties, as assigned.

General Office and Organization Support (40%)

● Receive, coordinate, deliver and file all important documents.

● Provide administrative support to the Development Department as needed.

● Provide administrative support to the Programming Department as needed.

● Maintain all files and documents, electronic and hard copy, in a central, organized manner.

● Answer and route incoming phone calls and messages to the appropriate staff member.

● Sort incoming/outgoing mail and courier deliveries for distribution.

● Prepare and send outgoing mail.

● Forward incoming general emails to the appropriate staff member.

● Purchase, receive and store office supplies and stationery ensuring that basic supplies are always available.

● Coordinate the maintenance of office equipment.

● Order and maintain merchandise inventory.

● Work with Insurance Brokerage to ensure up-to-date and adequate coverage.

● Monitor the [email protected] general email account.

● Attend weekly Goals Meetings and take minutes.

● Manage agenda and lead weekly team meetings.

● Provide support for events as needed.

● Order bi-weekly staff lunches.

Manage Son of a Saint Scholars Tuition Assistance Program (15%)

● Creating/promoting application, communicating application opening/closing to families, reviewing applications, awarding tuition, writing and distributing of tuition checks on a quarterly basis to schools, reporting back to the LA Dept. of Education; recording STO donations; facilitating Annual Report

HR-related Duties (10%)

Assist HR Manager with the below tasks:

● Create offer letters.

● Conduct staff on-boarding meetings.

● Ensure new employees are added into ADP Totalsource and Form I9 is completed.

● Documentation of employee files within ADP Totalsource.

● Collect part-time employee hours from supervisor and provide payroll to COO/CFO

● Create office policies (Building guidelines, reimbursement policy, etc.)

Financial/Business Duties (20%)

● Create invoices

● Pay bills and other expenses

● Ensure vendor profiles are up to date in Quickbooks and all 1099 vendors have W9s on file

● Create check payments, receiving approvals and distributing payments

● Report check donations to Development team

● Manage bank deposits

● Work closely with Senior Accounting on any accounting needs

● Update Salesforce with donation information (check donations)

● Maintain petty cash (documenting/distributing)

● Maintain gift card log and inventory

● Ensure monthly credit card statements are signed by cardholders and filed

● Documenting in-kind donations within Salesforce and sending tax receipts to donors

● Documenting cash donations

Current Additional Projects (5%)

● Oak Street Po-Boy Festival support

Competencies

● Respectfulness & Relationship Building: Builds constructive working relationships characterized by a high level of acceptance, cooperation, mutual respect, and consideration and acceptance of the opinions of others.

● Commitment to Quality Service: Builds and maintains community satisfaction with the services offered.

● Team Focused & Collaborative: Promotes cooperation and commitment within a team to achieve goals and objective; collaborate with team members, sharing ideas and differences openly; be receptive to new ideas and adapt to change as necessary

● Self-Accountability & Work Standards: Sets high standards of performance for self and assumes responsibility and accountability for successfully completing assignments or tasks.

● Stress tolerance: Maintains composure in highly stressful or adverse situations.

● Professionalism and Personal Boundaries: Conducts self within appropriate and expected professional boundaries and policies.

● Conflict Management: Helps others to effectively resolve complex or sensitive disagreements or conflicts.

● Valuing Diversity: Helps to create an environment that embraces and appreciates diversity. Promotes a culture that highly values the voices of women and girls.

● Confidentiality, Integrity, Ethics and Trust: Maintains confidentiality and earns others’ trust and respect through consistent honesty and professionalism in all interactions.

● Good Judgment: Considers impact of personal and professional choices. Consistently makes decisions in keeping with organizational values, supervisor’s direction and common sense.

● Problem Solving: Able to handle common problems without supervisor intervention while knowing when supervisor participation is warranted. Able to foresee when actions might have consequences to others and communicate appropriately before implementing changes.

● Organizational Culture: A commitment to Son of a Saint mission. Familiarity or experience with issues that impact the lives of people supported by Son of a Saint. Sensitive to issues of confidentiality and diversity.

Qualifications

The candidate must meet the following criteria in order to be considered for employment in this position.

● High School diploma, Associate or Bachelor's Degree preferred.

● At least two or more years’ experience in office management including direct support of senior management.

● Previous experience in project management preferred.

● Excellent written and verbal communication skills.

● Skillful and comfortable with public speaking.

● Prior to employment, obtain fingerprint clearance.

● Valid driver’s license and current auto insurance for conducting agency business

● Non-profit experience is a plus.

● Proficiency with Microsoft Word, Excel, PowerPoint and Outlook.

● Availability to attend evening Board of Director meetings and other occasional meetings outside of normal business hours.

● Follows organization policies and procedures and completes administrative tasks correctly and on time.

● Writes clearly and informatively, edits work for spelling and grammar, varies writing style to meet needs, and presents numerical data effectively.

● Approaches others in a tactful manner and treats others with respect and consideration regardless of their status or position.

● Accepts responsibility for own actions and follows through on commitments.

● Adapts to changes in the work environment and is an expert at managing competing demands.

● Changes approach or method to best fit the situation and is able to deal with frequent change, delays, or unexpected events.

● Maintain an orderly work environment.

● Quick learner with excellent anticipatory skills.

● Communicate effectively and tactfully in both oral and written forms.

Physical Requirements

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.

● Candidate must be able to lift up to 50 pounds.

● Movement within office environment.

● Ability to write by hand and use keyboard to perform general office functions.

● Ability to communicate by speech and hearing continuously.

● Visual acuity (close, distant, peripheral vision and the ability to adjust focus and view accurate color perception) needed for detail work, and computer use.

● Ability to sit for extended periods of time.

Job Type: Full-time

Why Apply:

● Competitive pay

● Great benefits

● Mission-driven work

● Eligible for 10 PTO days upon hire with extra 5 PTO days after 1 year of employment.

● Paid holidays

Working Days/Hours:

● Monday-Friday 9am-5pm(Flex Fridays)

● Availability outside of normal business hours for special events

Please submit a cover letter with your application.

Son of a Saint’s statement of values and vision for diversity, equity and inclusion can be found on our website. Son of a Saint provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.