Job Openings

Office Manager

Date Posted:
April 14, 2021
Description:

The Office Manager takes primary responsibility for managing the administrative functions of One Community One Family’s day-to-day office management and bookkeeping. This position provides support to all aspects of One Community One Family in a variety of ways, including logistics for trainings, event support, staff support, and other duties. The Office Manager manages data collection, payroll, accounts payable/receivable, purchasing, and financial reports. This position serves as a liaison with the accountant and the evaluation team.

POSITION FUNCTIONS
Front Desk Support/Office Management
• Handles on-site visitors to OCOF office, calls and emails to OCOF
• Maintain general office functions, including office supply inventory and ordering
• Monitor employee benefits, including administration as needed
• Responsible for office vendor relationships (e.g. copier, printer, phones)
• Support agency’s technology needs, including system oversight, vendor management, and troubleshooting
• Assist with additional general office tasks as needed
Staff Support
• Attends all meetings of the Board; records minutes of the meeting and maintains accurate and complete records of all actions
• Assist in planning, coordinating, and implementing events and trainings
• Conference logistics such as arranging flights, hotels, etc.
Accounts Payable/Receivable
• Pays invoices – schedule and disburse payments
• Prepare and mail invoices
• Collect payment or revenue
• Prepare financial reports – summarize account information
• Post and maintain accounts
• Reconcile statements and transactions
• Resolve any account issues – stop payments, payments, or adjustments

Payroll Management
• Pay employees and compile payroll information
• Collect hours/timesheet from employees on a week by week or biweekly timeframe
• Serve as the liaison with contracted Payroll organization
• Protect all employees’ confidentiality

Purchasing
• Prepare purchase orders
• Maintain inventory and make sure purchases are appropriate
• Forward orders to appropriate people for approval
• Verify receipt of items

Accounting and Reporting
• Create and monitor the organization’s annual and program budgets
• Assist off-site accountant with annual audit
• Financial tracking
• Generate financial reports for overall OCOF budget and specific funders/grants
• Prepare monthly statements – summarizing data and information
• Help provide financial advice or reports that analyze and interpret data and trends
• Prepare state and federal quarterly and annual statements

Data Management
• Track information for grant purposes
• Support Evaluation functions
• Support grant writing with data collected
• Communicate with community and outside organizations to collect data needed
• Prepare and maintain reports, records, and files to update all people and systems involved

KNOWLEDGE AND SKILLS REQUIRED
• Ability to maintain extremely high level of accuracy, organization, and meticulous attention to detail
• Demonstrates integrity and honesty, to present accurate and appropriate information, and to exercise excellent judgment in regard to confidential information
• Excellent verbal, written, and listening communication skills
• Strong customer services skills
• Knowledge of modern office practices, procedures and equipment needed for an office to function efficiently and accurately
• Skills in establishing interpersonal relationships and knowledge of cultural issues in assigned area
• Proficient in Microsoft Word and Excel
• Good typing skills and accuracy
• Good use of the English language
• Flexible and able to meet changing work needs and demands
• Willingness to work evenings or weekends as needed
• Willingness to travel throughout Southeastern Indiana, the Tri-State, and Indiana
QUALIFICATIONS
High School diploma and formal education and/or experience in accounting, administration, or other related field.

To apply please email a cover letter and resume to ocof@onecommunityonefamily.org by April 30, 2021.

NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization.