Office Manager / Bookkeeper

Summary

The Office Manager supports the Equality Community Center, a non-profit organization, in day-to-day operations through general office support, financial management, program and administrative support.

The Office Manager maintains a positive working environment, helping to fulfill our mission to serve as a headquarters for LGBTQ+ and allied social justice seeking non-profit organizations, as well as providing a welcoming, safe and inclusive gathering/meeting space for our community.

Primary duties include bookkeeping, facilities management, oversight of the volunteer greeter program, and general administrative support. The position will also serve as a nexus and coordinator with all tenant and partner organizations, as well as external partners, and vendors.

The Office Manager should be a team player and support the Center’s organizational values including a commitment to inclusion, racial equity, and a high level of integrity, accountability, and transparency.

Essential Duties and Responsibilities

Manage financial activities and maintain appropriate financial records.

• General bookkeeping duties including accounts payable and receivable.
• Complete monthly rent billing for tenant and partner organizations.
• Reconciliation of organization’s accounts.
• Assist in the development and monitoring of our budget.
• Maintain and run monthly financial reports for the organization’s finance committee and for all grants received by the organization.
• Preparation for and assistance during financial audits.
• Work with a professional accountant to complete tax documents as required by state and federal government for non-profits. Complete 1099 forms and year end QuickBooks maintenance.

Provide support for daily Center operations.

• Provide staff coverage for the Center as needed, greeting visitors in a positive and professional manner.
• Oversee the volunteer greeter program.
• Coordinate facility scheduling and make decisions regarding priority of use, in conjunction with the Executive Director for internal and external users.
• Field all external space inquiries and manage our external rental process including rental agreements and invoicing.
• Ensure all Center facilities are safe, clean, organized, staffed for opening and closing, and prepared for users/renters - especially outside of regular Center hours.
• Assist with monitoring and scheduling general maintenance of building and grounds.
• Manage building security systems with tenant and partner organizations, including issuing and tracking main door access fobs, alarm codes and keys.
• Support the Executive Director in planning, implementing and documenting policies and procedures for the daily operations of the Center.

Provide general administrative support.

• Monitor and purchase supplies along with organizing supplies and office records.
• Sort and distribute mail; including general email inquiries.
• Answer telephones and refer calls to the appropriate person/organization.
• Keep our website updated with pertinent information, including events and news.
• Process thank you letters to donors, business partners and foundations.
• Manage the Center’s shared digital and physical file system including the file structure and naming convention protocols of our GoogleDrive file system.
• Assist with the maintenance of resource and bulletin boards, newsstands, library, and condom dispensers.
• Assist in the management of timekeeping systems and payroll processing.

Miscellaneous

• Provide support for Center activities and events as needed.
• Assist community members with in-person, phone, or email referral services and information requests as needed.
• Provide information as needed to ECC board and committees.
• Participate in staff meetings, supervision meetings, planning meetings, and other meetings as required.
• Perform other duties as assigned by the Executive Director.

Knowledge, Skills and Abilities

Required

• Passion for the Center’s mission and work to create a welcoming, safe and inclusive work and gathering space for LGBTQ+ and other marginalized communities, and a commitment to follow all policies and procedures of the organization.
• Experience: 1-3 years of office management and bookkeeping experience
• Computer/Office Equipment Skills:
  • QuickBooks Online
  • Google Suite including Gmail, Drive, Sheets, Docs, etc.
  • Microsoft Office Suite including Word, Excel, PowerPoint
  • Donor management platform - ie. Little Green Light
  • Social media tools
  • Project management - ie. Asana
• Personal Skills:
  • Excellent oral and written communication skills
  • Customer service
  • Project and time management skills, including prioritization and multi-tasking
  • Ability to manage budgets
  • Desire and motivation to gain knowledge and develop skills to support nonprofit operations
• Physical Demands: The person in this position may be required to sit or stand for extended periods, maneuver tight storage space, move objects up to 50 pounds, ascend/descend stairs, operate office equipment, open and close filing cabinets and boxes, observe visitors, and communicate messages by telephone.

Preferred

• College degree with coursework in business, accounting, human resources, and/or organizational leadership would be helpful.
• Work experience with a non-profit organization.
• Experience working with LGBTQ+ communities including youth, older adults, trans and non-binary folks, queer BIPOC communities.
• Knowledge of other marginalized community needs including communities of color, immigrant and refugee populations, neurodivergent communities

Salary and Benefits

• Hourly wage will be commensurate with experience with a starting wage of approx. $20-25/hr
• 12 Paid Holidays annually
• Paid Time Off (PTO) accrual system

Job Location and Schedule

The Office Manager is expected to work on-site in the Center, located in Portland, ME. Parking is provided. Hours will generally be scheduled during regular Center hours (M-F, 9am-6pm). Some evenings and weekends may be required, to be determined between employee and supervisor.

About the Organization:

The Equality Community Center is a collaborative workplace for LGBTQ+ and allied social justice seeking non-profit organizations.

We strive to provide a safer and more inclusive gathering space with social and educational programming for all, while supporting the most marginalized in our communities.

Equal Opportunity

The Equality Community Center is proud to be an equal-opportunity employer. People of color, women, persons with disabilities, and persons who are lesbian, gay, bisexual, transgender, or intersex are encouraged to apply. The Center maintains a policy of non-discrimination with respect to employees and applicants for employment. No aspect of employment will be influenced in any matter by race, color, religion, sex, age, national origin, marital status, ethnicity, religion, sexual orientation, gender identity and/or expression, physical disability (including HIV or AIDS), medical/mental condition, perceived physical disability or veteran status, or any other basis prohibited by statute.

To Apply

Submit a letter of interest and a resume addressed to Christopher O’Connor, Executive Director, and emailed to chris@eccmaine.org (PDF’s preferred). Applications will be accepted until the position is filled. Applications without a letter of interest will not be considered.