Office Manager

Job Title: Office Manager

Department: Administrative

Reports to: Executive Director

FLSA: Part time

Prepared by: Executive Director

Approved by: Board of Directors

SUMMARY: Provide high-level administrative and operational support for Huntingdon House.

EDUCATION/QUALIFICATIONS:

• An associates degree in accounting preferred or equivalent education and experience. Domestic Violence knowledge preferred. Proficient interpersonal and communication skills. Demonstrated ability to establish a professional relationship with staff, clients, volunteers and community partners.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Serve point person for office manager duties including answering incoming phone calls and greeting visitors.
• Receives and distributes all incoming mail.
• Verifies all agency invoices and codes them for payment.
• Works closely with the agency’s accounting firm to ensure smooth operations surrounding accounts payable and receivable process.
• Verifies all agency deposits and records them in the agency's accounting software program. secures signatures for agency checks
• Organizes and maintains agency filing system; maintains inventory of office supplies, orders office supplies as warranted; maintains inventory of agency equipment; coordinates service on agency equipment; maintains maintenance log on shelter vehicle.
• Maintains donor database, enters all donations, and processes receipt letters.
• Provides weekend hotline coverage on a rotating basis with agency staff.

OTHER RESPONSIBILITIES:

• Coordinates specific work tasks with other personnel within the agency as well as outside agencies to ensure a smooth and efficient flow of information.
• Responds to inquiries relating to his /her particular areas or to requests from the Board, volunteers, other agency personnel, etc. within given time frames and established policy.
• Cooperates with, participates in and supports the adherence to all internal policies and procedures of the agency.

PERSONAL CAREER/GROWTH:

• Completes the 40-hour counselor advocate training as provided by Huntingdon House.
• Attends, participates in at least 20 hours of training, workshops, conferences, webinars or seminars per fiscal year.
• Attends regional and state meetings related to victim services; and works with PCADV for continued training in domestic violence, and PCCD for training in victimization.
• Attends and participates in weekly staff meeting.

CERTIFICATES, LICENSES, REGISTRATIONS:

• Must successfully complete the HH counselor/advocate training program.
• Must meet qualifications to receive Act 33 and 34, and FBI clearances.

OTHER INFORMATION:

Normal hours 8:00am - 4:00pm, 3 days per week Monday-Friday with a rotation of weekend hotline coverage.

The above description of duties/tasks is not all inclusive of the duties to which the employee may be assigned. In order to ensure maximum flexibility and efficiency, to meet the program’s expectations, and to meet changing program needs, employees may be assigned to such additional duties as deemed necessary or desirable to Huntingdon House Executive Director and/or the Board of Directors.

This job description is not an employment contract. Your employment relationship with Huntingdon House is of an “at will” nature. You may resign at any time and Huntingdon House may discharge you at any time, with or without cause.

My signature below certifies that I understand the responsibilities set forth in this job description and I am qualified and capable of performing them.

Job Type: Part-time

Pay: $17.00 per hour

Expected hours: 24 per week

Schedule:

• 8 hour shift
• Monday to Friday
• On call
• Weekends as needed

Ability to Relocate:

• Huntingdon, PA 16652: Relocate before starting work (Required)

Work Location: In person