Office Manager

JOB SUMMARY: The Office Manager works primarily behind the scenes as the “conductor” who oversees all key logistical and administrative tasks that keep the YUC office well-organized and programming operating at optimal levels.

RESPONSIBILITIES: 

Administrative and Logistical Tasks (70%)

• Handling all organizational mail; ordering postage and any mailing supplies/and overall office supplies
• Checking office voicemail each morning and distributing messages to respective staff
• Ensuring the YUC office is well maintained
• Communicating with property management about necessary repairs to office space
• Communicating with maintenance/custodial contractor regarding cleanings 
• Ensuring all janitorial supplies are routinely stocked
• Ensuring financial documentation is secure and well-maintained
• Handling monthly bills; printing checks and securing approval and signatures from ED or other assigned signatories
• Handling monthly deposits
• Monitoring organizational card usage, staff travel costs, and other programmatic expenses
• Maintaining financial document filing system; this includes receipts, grant letters, etc.
• Monitoring cash flow and grant calendar in partnership with the Executive Director and contracted accountant
• Works closely with the contracted accountant to ensure all financial documentation and auditing is completed promptly
• Ensuring all non-profit government regulations form/applications are up to date. (501C3, 990, Charitable Trust Certifications, Tax Exemptions, etc.)
• Ensuring contractors/vendors receive 1099, W4, and donor letters and the end of each fiscal year
• Handling fundraising and donor letter mailings
• Handling monthly board meeting logistics
• Securing food orders for monthly board meetings
• Supporting board members with annual fundraising logistics
• Supporting Executive Director with Human Resources logistics
• Responsible for managing payroll needs and changes
• Ensuring staff members are updated about all benefit requirements (medical, dental, life insurance, 403B, etc.)
• Ensuring all staff member’s child abuse and FBI criminal clearances up to date
• Handling organizational insurance policy needs
• Monitoring all forms of insurance necessary for the organization and ensuring they are up-to-date (commercial space, Directors & Officers, Workman’s Compensation, Unemployment, etc.)
• Handling logistics for annual staff retreats
• Researching and identifying locations for retreats
• Handling travel, housing, and meeting space reservations
• Developing food plans based on dietary restrictions of staff
• Assist Executive Director with administrative tasks upon request
• All other duties as assigned

Programmatic Support (30%)

• Securing all necessary supplies and financial documentation for school year programming
• Purchasing programming materials in coordinating with organizing staff (t-shirts, snacks, butcher block, etc.)
• Responsible for securing member’s information for paid organizing roles (i.e. VOTA! Project voter engagement efforts)
• Researching and identifying retreat sites and special event venues
• Securing program materials for overnight member retreats 
• Planning menus for special events (annual fundraisers, annual BBQ, student trips, etc.)
• Developing invitations/permission slips and information packets for special events, trips, orientations, etc.
• Directing adult volunteers during special events annual fundraisers, annual BBQ, student trips, etc.

QUALIFICATIONS

• Bachelor’s Degree a plus, but not required
• Bilingual speaker strongly a plus (Spanish)
• Proficient in utilizing basic office technology (Microsoft programs, internet, etc…)
• Proficient in Quickbooks and payroll systems
• Experience with NationBuilder a plus
• Strong written and verbal communication skills
• Detail-oriented with good research skills
• Excellent time management skills and ability to work in a high paced environment
• Strong understanding of and commitment to YUC’s mission, values, and approach
• Strong problem-solving and implementation ability
• Strong interest in event coordination and logistics
• Strong emotional intelligence and can manage the emotions of others when under duress
• Flexible and comfortable working under pressure or outside of “wheelhouse” when necessary
• Ability to work in a grassroots, team-oriented, diverse environment
• Patience and has a sense of humor
• Flexible schedule for weekend and evening meetings, events, or trainings
• Committed to “low ego, high impact”
• Committed to growing politically and practically, seeing theory and practices as both important