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Office Manager

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Published 19 days ago

 

Title: Office Manager

Department: Finance & Operations

Status: Full-Time/hourly, Non-Exempt Position: $27.00- $31.50/hr (D.O.E)

Location: San Francisco, CA (non-remote position)

Position Description

The Office Manager is responsible for the day-to-day operations of the office ensuring efficient and effective operations and coordinating all issues affecting the daily operations of the NCLR office. The Office Manager works with the Finance & Operations team to support the long-term operations of the office, external relations with IT and administration-related vendors, and monitors the needs of the organization to ensure staff and NCLR can operate smoothly. This position oversees and implements systems for office efficiency as NCLR has nearly 30 staff with one main office in San Francisco and remote employees across the United States. The Office Manager is directly supervised by the Director of Finance & Operations and works closely with the Finance & Operations Manager, Executive Director and NCLR Management Team to support the overall daily operations of NCLR.

The ideal candidate is one who hopes to gain further experience in a growing and active work environment both to support social justice causes and to move their career forward in scope, role, field, and challenge. The ideal candidate will have 3-5 years of related administrative experience at a fast paced and growing organization, preferably at a nonprofit law firm or organization similar to NCLR and has decision-making, multi-tasking, and leadership skills. This position is well-suited for anyone who is passionate about social justice, interested in nonprofit administration and believes that office administration is key for all nonprofit organizations. This is a non-exempt/hourly position and located in San Francisco requiring daily attendance at our office to support the needs of the organization. This is a non-remote position.

Key Responsibilities (percentages are approximate):

Office/Operations Administration (70%)

·      Greet all guests, board members, community members and potential clients who enter our office

·      Assist managing all day-to-day office, facilities, and operational needs including office equipment, supplies orders, furniture orders/requests, technology support, internal communications and calendaring, emergency preparedness plans, and all other office needs assigned by the Director of Finance & Operations

·      Ensure efficient management of NCLR’s visitor system and check-in procedures

·      Receive and sort incoming mail & deliveries and manage outgoing mail

·      Maintain office calendars and schedules and coordinate all staff meetings and miscellaneous office events

·      Oversee digital phone system and update staff directory as needed

·      IT and Telecommunications: Serve as the primary support contact with our remote IT vendor, provide remote support to support, assist with specific IT projects as needed, and participate in monthly IT meetings

·      Assist managing relationships with external vendors and consultants for all contracts, supplies, postage, telephones, copiers, water, etc

·      Serve as secondary liaison with property management, other vendors and stakeholders related to facilities and operations

·      Onboarding: Facilitate workspace and IT setup for all new employees and, provide consistent training on office procedures and office orientation.

·      Organize, implement, and maintain electronic and paper filing systems and organize shared spaces in the office, including accounting and HR files, under the direction of the Director of Finance & Operations

·      Manage special administrative projects that might arise, and all other tasks assigned by the Director of Finance & Operations

 

Finance Support (20%)

 

  • Ensure entry of all income and expense on a timely basis via direct entry or via importing of cloud-based data
  • Prepare and make daily and/or weekly deposits as needed for the Finance & Operations Department
  • Assist in accounts payable (AP) and Month Close process: staff reimbursements, month close tasks, and all other assignments by the Director of Finance & Operations
  • Maintain systems of entry for company credit card expenses, tracking of all receipts (open to a new system as we move to upgrade)
  • Serve a support to the Finance & Operations Manager to the external accountants regarding monthly reconciliations and other accounting processes
  • Support NCLR’s monthly financial close, annual audit and funder audits, including working with the external accountants on document preparation and providing onsite assistance to the auditors. This position will work closely with the Director of Finance & Operations and Finance & Operations Manager
  • Ensure all accounting-related hard and soft copy documents are filed appropriately

Executive Administrative Support (10%)

·      Provide Executive administrative support as necessary, including scheduling meetings, maintaining calendars, arranging travel, doing research, and creating reports

·      Provide administrative support to NCLR Board committee chairpersons as required

·      Arrange logistics for meetings as needed including room and technology reservations

·      Assist in organizing the orientation of new board members with Board Secretary

·      Maintain and update board and committee information

·      Support Executive Director with all necessary and assigned items as assigned

Qualifications

Required:

·      Three (3) years related administrative experience

·      Experience with Microsoft Word, Excel, Outlook. Proficiency with mail merges and calendaring required

·      Excellent written, verbal and interpersonal communication skills required; ability to communicate clearly and succinctly with consideration to various audiences

·      Excellent organizational and time management skills, detailed oriented, follows direction, and can take initiative

·      Familiarity and comfort with technology, particularly basic troubleshooting of information management systems and computers

·      Ability to take initiative and complete ad hoc assignments with limited supervision

·      Have an awareness of and commitment to a broad range of racial and economic justice issues and an understanding of the multiple communities NCLR represents.

Preferred:

·      Degree or certifications in business administration, communications, related field, or relevant experience

·      Previous experience with nonprofit bookkeeping, AP/AR processing, project management software

·      Previous experiences in a nonprofit legal office is a plus

 

 

 

Salary and Benefits

 

This is a full-time, non-exempt position with an hourly range of $24.00-$31.50/hr, (DOE). Excellent benefits include medical, dental, and vision insurance with a low-cost share for employees, including generous coverage of reproductive healthcare and transition-related care services; vacation and holidays; eligibility to participate in a 401(k) plan; short-term and long-term disability insurance; life insurance; flexible spending pre-tax plans for qualified medical and child daycare expenses; and commuter pre-tax benefits.

About the National Center for Lesbian Rights

 

NCLR is a strong and effective national legal organization dedicated to achieving full civil and human rights for lesbian, gay, bisexual, and transgender (LGBT) people and their families through impact litigation, public policy work, direct legal services, and community and public education. NCLR values team and community collaboration and fosters an engaged and dynamic work culture where staff are valued and thrive. 

 

NCLR advocates for more than 5,000 lesbian, gay, bisexual, and transgender people and their families in all fifty states each year, including LGBT seniors, immigrants, athletes, and youth. Our impact litigation serves all LGBT people in the United States. For more information about NCLR, please visit our website: www.NCLRights.org.

The National Center for Lesbian Rights affirmatively values diversity and seeks to hire staff that reflects the diversity of our communities. Transgender people, non-binary people, intersex people, people of color, formerly incarcerated people, and people with disabilities are particularly encouraged to apply.

NCLR provides reasonable accommodations for the application, interview, or any other aspect of the employee selection process to applicants with disabilities. Please email ebrogden@nclrights.org to request an accommodation.

NCLR is an equal opportunity employer. NCLR is committed to providing a work environment free of harassment, discrimination, retaliation, and disrespectful or other unprofessional conduct based on sex, sex stereotype, race, color, creed, gender, gender identity, gender expression, religion, marital status, registered domestic partner status, age, national origin, ancestry, physical or mental disability, medical condition, genetic information, sexual orientation, weight, height, military or veteran status, or any other characteristic or status protected by federal, state, or local law. This policy applies to all employment practices including hiring, benefits, promotions, training, disciplinary action, and termination.

 

Title: Office Manager

Department: Finance & Operations

Status: Full-Time/hourly, Non-Exempt Position: $27.00- $31.50/hr (D.O.E)

Location: San Francisco, CA (non-remote position)

Position Description

The Office Manager is responsible for the…

Details at a Glance

  • Time Commitment
    Full Time Schedule
  • Application Deadline
    August 6, 2021
  • Professional Level
    Professional

Salary

Full-time, non-exempt position with an hourly range of $24.00- $31.50 hr (DOE)

Benefits

Excellent benefits include medical, dental, and vision insurance with a low-cost share for employees, including generous coverage of reproductive healthcare and transition-related care services; vacation and holidays; eligibility to participate in a 401(k) plan; short-term and long-term disability insurance; life insurance; flexible spending pre-tax plans for qualified medical and child daycare expenses; and commuter pre-tax benefits.

Excellent benefits include medical, dental, and vision insurance with a low-cost share for employees, including generous coverage of reproductive healthcare and…

Level of Language Proficiency

English

Spanish highly desired

English

Spanish highly desired

Location

On-site
870 Market St, San Francisco, CA 94102, USA
Suite 370

How to Apply

All interested candidates must submit their application here to be considered for the position.

All interested candidates must submit their application here to be considered for the position.

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