Office Manager

Position Description: The Office Manager directs and coordinates the day-to-day functions of the office, while supporting the Executive Director and other staff members. This includes achieving efficiency by arranging tasks, people, and other resources to accomplish SCFH’s mission, within the areas of operation, payroll, finance and purchasing, and team coordination. The Office Manager displays effective interpersonal skills and exercises judgment and discretion when dealing with staff, clients, volunteers, and Board members.

 Responsibilities:

Finance and Purchasing

·       Exhibits proficiency with Microsoft Excel and is able to prepare and adjust budgets across multiple funding streams

·       Exhibits proficiency with Quickbooks or equivalent accounting software and is able to process invoices and track expenses to organizational budget

·       Payroll management and processing

·       Provides Executive Director with budget and forecast variance explanations by line item and grant summaries

·       Handles questions and resolution of issues for expense reports and timesheets, coordinating with CPA firm

·       Prepares financial reports on a quarterly, monthly, weekly, and daily basis as needed. These reports may include collaboration with cash flow, variance analyses, monthly and year end accruals, monthly and year end closings and other accounting functions working closely with the CPA firm. 

·       Researches costs for office supplies, equipment and furniture to ensure efficient, economical, and continuous operation

·       Purchases office supplies; tracks and monitors inventories of supplies, interacts with vendors for repair and maintenance of office supplies and equipment

·       Provides oversight and support of procurement, material and supplies, and contract administration

Operations

·       Establishes and implements office protocol and procedures for standard tasks

·       Refers inquiries from the public to the appropriate staff person; identifies and/or resolves solutions to complaints and problems when appropriate

·       Establishes and nurtures effective relationships with staff, clients and volunteers that

support and advance SCFH’s mission

·       Manages schedule of the Executive Director, developing a systematic approach to

updating and monitoring appointments and activities

·       Maintains technical expertise for office equipment including laptop computers, printers, phones, networks, and other equipment

·       Act as an information resource and support for staff

·      Assists Executive Director with special projects

·       Handles sensitive information with good judgment and discretion

·       Coordinates and arranges travel, accommodations, and conference reservations for Executive Director and staff

·       Coordinates pre-meeting activities including assembling packets for Board meetings, sending notices and reminders, and monitoring attendance.

Team Coordination

·       Supports on-boarding of new staff members and fair housing testers

·       Oversees and maintains updates to all office manuals, policies, and procedures

·       Runs office schedule and work plan calendar, recording changes, and monitoring absences and leaves.

·       Supports outreach efforts by ordering and preparing materials for tabling events

·       Supports development of Powerpoint presentations as needed

Other Duties

·       Performs other general administrative and financial duties and projects as assigned

NOTE: This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the job.

Qualifications:

Knowledge/Skills

·       Understanding of accounting principles applicable to non-profits

·       Knowledge of Quickbooks Online or equivalent accounting software

·       Excellent interpersonal skills- able to effectively communicate and interact with all

levels of personnel and the general public

·       Positive, friendly and helpful attitude and professional demeanor

·       Expert knowledge of working within office systems

·       Strong organizational skills

·       Ability to handle sensitive and/or confidential material and information appropriately

·       Expert knowledge of MS Word, Outlook, Power Point and Excel

·       Strong attention to detail

·       Ability to work independently

·       Comfortable managing multiple streams of work and able to multi-task

·       Strong time management skills and the ability to prioritize tasks           

·       Ability to express thoughts in writing using correct grammar, spelling, and punctuation

Education and Experience

·       Significant administrative and financial experience, with proven ability to support organizational success.

·       Bachelor’s degree with at least 2 years of financial management experience; OR Associate's degree (A.A.) or equivalent from two-year college or technical school and 5+ years financial management experience; or other equivalent combination.

This position will require non-traditional work hours for outreach events, agency related meetings, attending occasional overnight conferences throughout the United States. Must have a valid license, reliable transportation and be willing to travel within SCFH’s service area, and elsewhere in Massachusetts. Must be able to work out of SCFH’s locations in New Bedford, MA and Rhode Island.