Office Manager

Delaware Alliance for Nonprofit Advancement; Delaware; On-site; USD 44,000 - 62,000; Full time

Benefits offered by this job

Health insurance

Vision insurance

Dental insurance

Paid time off

Retirement benefits

Job summary

Delaware Alliance for Nonprofit Advancement is seeking an administrative support professional to manage various tasks including front desk reception, financial documentation, office management, and data support.

Responsibilities also entail payroll administration, executive support, and ensuring compliance and organization in daily operations.

The position offers a competitive salary between $44,000 and $62,000 per year, tailored to experience and qualifications, alongside a comprehensive benefits package including health, vision, dental, and retirement benefits.

Qualifications

• Experience and time management skills for various administrative tasks.
• Ethical standards related to confidentiality and handling of sensitive information.
• Self-starter, problem-solver, independently motivated and accountable.

Responsibilities

• General support with front desk reception and meeting minutes.
• Managing office contracts and service agreements.
• Handling financial applications and staff distribution of invoices.

Skills

Customer service experience

MS Office suite proficiency

Experience with Donor Perfect, Give cloud, Square, Paylocity

Education

College degree preferred

High school diploma with similar work experience

Tools

MS Office 360

HRM software

Job description

Responsibilities

• General support: front desk reception (answering phone, greeting visitors, answering questions, fielding general inquiries), staff/board meeting minutes, maintain staff contact list and other office forms; assistance with mailings, procurement of office and facilities supplies, and support for rental inquiries
• Office management: coordinates facility service contracts and agreements including office copiers, phone and internet service, and facility cleaning; serves as primary contact for IT service, HVAC, fire suppression, and security providers; updates office phone programming, safety manual, DE Dept. of Labor workplace safety inspection, and office and facility accounts payable. Maintains records, tracks associated deadlines and renewals, ensures timely payments
• Financial and business administration: handling of mail; financial documentation; staff distribution of invoices/bills; receiving and processing of payments; weekly preparation of financial requests and other financial documentation for bookkeeper; maintenance of digital financial request process; copying and filing of financial documents; accounts receivable tracking; prepares bank deposits and serves as a support resource for bookkeeper in financial reconciliation. Maintains deadlines, prioritizes timely transactions.
• Data support: maintaining the gift log, gift, invoice, and other financial transaction entries; data entry. Primary maintenance of HRM software and benefits administration portal; processing of personnel hires, changes, and terminations.
• Personnel: Administration and processing of semi-monthly payroll and 403(b) remittance, maintenance of payroll deductions and time off benefits; routine payroll reporting for bookkeeping; maintains a good working knowledge of employment handbook and other employment policies; support administrative functions of hiring. Support the Director of Fin/Ops in administering DCH benefits and insurance, serving as secondary contact for insurance broker; administration of employee benefits including "drop/change," claims initiations and claims maintenance, and various insurance maintenance tasks.
• Executive Director and Board support: support the Executive Director, Board of Directors, and board committee chairpersons in administrative support, meeting support (scheduling, minutes, etc.) and distribution of related information. Maintain board lists and board orientation binders. ASSISTANCE

Required Skills and Qualifications

• Customer service experience and helpful, cordial approach to welcoming and assisting visitors, guests, clients, and phone inquiries.
• Utmost ethical standards, especially related to confidentiality and handling of mail, donor records, financial transactions, and personal information.
• Experience and time management skills to expertly carry out a variety of administrative tasks.
• Self-starter, problem-solver, independently motivated and accountable.
• Proficient computer skills including MS Office suite; MS 360 and MS Teams, experience with database entry, maintenance, and reporting; and attention to detailed processes and procedures; advanced computer skills preferred.
• Experience with Donor Perfect, Give cloud, Square, and Paylocity a plus but not required.
• College degree preferred; high school diploma and similar work experience required.
• An appreciation of the organization’s mission and work we do.

Work Environment and Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The employee frequently is required to sit and reach and must be able to move around the work environment. The employee must occasionally lift and/or move up to 10 pounds and be able to carry, move and set up necessary supplies and equipment. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust.

Salary and Compensation

$44,000 - $62,000/year commensurate with experience and qualifications. DCH offers a competitive benefits package including health, vision, dental, and supplemental insurance, paid time off, and retirement benefits.