Administrative Office Manager

Job Overview:
We are seeking a detail-oriented Administration Office Manager to oversee daily administrative functions and provide support to our team. The ideal candidate will have a strong background in office management, customer support, and project coordination.

Position Summary

Under the direct supervision of the Chief Executive Officer, establishes and implements policies and procedures for the effective management of the organization’s administrative office, provides support for administrative finance functions, compiles supporting documents for grants, and manages payroll, human resources and administrative support, ensuring compliance with federal, state, and local regulations and community practices, as well as the organization’s policies, mission, vision and strategic plan.

Essential Functions

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Administration

• Receives, screens, redirects, or responds to all manner of inquiries to the CEO including telephone calls and e-mail messages and elicits necessary information to determine those requiring priority attentions to allow for timely and accurate response/follow-up.
• Acts as the CEO’s representative and ambassador to external constituents by receiving and screening office visitors; providing information and answers to questions where judgment or knowledge is necessary -- exercises discretion in public contacts.
• Communicates with media representatives, governmental agencies, community groups and others to exchange information, schedule meetings and coordinate activities.
• Receives incoming mail and evaluates mail to identify those items requiring priority attention of the CEO.
• Manages CEO calendar including coordinating meeting schedules, conference calls, and prioritizing business appointments. Includes having knowledge of executives’ activities and advising appropriate parties using discretion relating to sensitive, confidential or personal information.
• When the CEO chairs meetings, prepares a draft agenda in advance; assists with and provides research/background information, and creation of presentations and other documents as requested by the CEO and coordinates meetings.
• Manages travel arrangements.
• Determines the optimum manner with which to organize the office and related administrative systems, processes and records. Proactively creates, updates, and monitors action plans.
• Orders supplies
• Maintains inventories.
• Manages vendor relationships.
• Treat everyone with respect and embrace cultural diversity amongst ourselves and our community.
• Ensure responsible stewardship of the human, financial, and material resources as well as data and information entrusted to us.
• Strive to deliver the best outcomes and highest quality service.
• Follow all policies and procedures.

Finance & Accounting

• Maintains historical records by filing documents.
• Ensures the proper coding of all bills that come into the office and submits to Finance for payment in a timely manner. Ensures that all AMEX bills are properly coded by staff.

Processes Payroll

• Tracks and monitors donations and develops a system to timely acknowledge gifts.
• Complies with federal, state, and local legal requirements by studying requirements; enforcing adherence to requirements; filing reports; advising management on needed actions.

Compliance

• Creates or compiles timesheets, pay registers, pay statements, bills and other supporting documents in a timely and accurate manner for grant reporting.
• Establishes and maintains an electronic and/or paper filing system for all grants.
• Maintains accurate files of all corporate documents (e.g., contracts, MOUs, By-laws, Meeting Minutes, etc.)
• Renews SAM.gov registration and updates the Secretary of State website as needed.

Human Resources

• Recruits, hires, and onboards all new hires.
• Ensures eligible employees are enrolled in benefits in a timely manner.
• Screens all employees and volunteers by running appropriate background checks, facilitating drug tests as appropriate, checking references, etc.
• Maintains personnel files.

Board Support

• Serves as the administrative liaison to the board of directors.
• Assists board members with travel arrangements, lodging, and meal planning as needed.
• Maintains discretion and confidentiality in relationships with all board members.
• Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format. Accurately records and distributes minutes in a timely fashion.

Senior Management Liaison

• Assists in coordinating management team meetings, assists in setting the agenda (based on minutes) and updates documents such as the strategic plan.
• Coordinates other meetings as appropriate.

Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Experience The ideal candidate will possess at least 2 years of directly related experience in administration And possess a general knowledge of human resources and payroll.

Education The ideal candidate will possess an associate degree in Business Administration, Human Resources, Social Services, Child Development or related field or an equivalent combination of Experience and Education.

Reasoning Ability - Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

Attention to Detail and Critical thinking

Language Ability - Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to a wide variety of audiences.

Computer skills – Highly proficient in Microsoft Word, Excel, and Outlook; highly proficient in accounting systems and related programs. Ability to learn and adapt to new software.

This position offers the opportunity to work in a dynamic office environment where your skills will be valued. If you are a proactive individual with a passion for administration and excellent technical and communication skills, we encourage you to apply.

Job Type: Full-time

Pay: $35,000.00 - $43,000.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Work Location: In person

Salary : $35,000 - $43,000