Office Manager

Acquire4Hire LLC; Milwaukee (WI); On-site; USD 42,000 - 60,000; Full time

Benefits offered by this job

Health Insurance

Dental Insurance

Vision Insurance

Life Insurance

Paid Leave

Retirement Plan

Child Care Discount

Professional Development

Job summary

Malaika organization in Milwaukee is seeking an experienced Office Manager to ensure the efficient operation of the Harambee Center. This role is the first point of contact, requiring a pleasant demeanor in person and over the phone, and the ability to respond calmly to emergencies.

You will handle receptionist duties, attendance documentation, program operations, pre-employment screening, deposits and payable/receivable tasks, mail processing, and daily administrative support.

Qualifications

• 5+ years of experience in a relatable role.
• High school diploma required; Associate's degree preferred.
• Professional and pleasant attitude and appearance.
• Proficiency with Microsoft and hands-on experience with office equipment.
• Multitasking and time management skills with ability to prioritize tasks.
• Solid written and verbal communication skills.
• Excellent organizational skills.
• Proficient in math and basic accounting procedures.
• Knowledge of QuickBooks Accounting software.

Responsibilities

• Answers telephone, routes calls to proper staff, takes accurate messages and responds to inquiries.
• Greet parents, children, staff, visitors, vendors, and volunteers in a welcoming, friendly manner.
• Document attendance for child care and school age programs.
• Maintain files for reports and audit purposes; prepare and submit attendance requirements.
• Coordinate with building engineer for repairs and maintenance.
• Schedule routine maintenance for school buses and manage purchases.
• Maintain inventory and ensure cleanliness of classrooms and facilities.
• Support the Director of Administration with new hires, background checks, medical exams, TB testing, and drug screens.
• Handle deposits and verify funds; prepare invoices and receipts.

Skills

Microsoft Office

Communication

Organization

Time management

Multitasking

Education

High School Diploma

Associate's degree preferred

Tools

Office equipment

QuickBooks

Job description

About This Role

is responsible for the efficient and effective operation of the Harambee Center. This position is thefirst point of contact at the Harambee facility. This position requires a pleasant personality in person and over the phone and to be able to deal with emergency situations in a timely manner.

What You\'ll Do

• Answers telephone, routes calls to proper staff members, take accurate messages and responds to inquiries for information in a courteous and professional manner
• Greet parents, children, staff, visitors, vendors, and volunteers in a welcoming, friendly manner. Create and sustain a warm, friendly and cordial environment for everyone entering the facility.

Reception Duties

• Answers telephone, routes calls to proper staff members, take accurate messages and responds to inquiries for information in a courteous and professional manner
• Greet parents, children, staff, visitors, vendors, and volunteers in a welcoming, friendly manner. Create and sustain a warm, friendly and cordial environment for everyone entering the facility.

Student Attendance, Program Documentation & Reporting

• Accurately document student attendance for child care and school age program
• Document attendance and files for partnerships
• Maintain files for report and audit purposes
• Prepare and submit attendance requirements to Wisconsin Shares
• Respond to inquiries related to attendance
• Monitor enrollment forms to ensure that most up to date information is on file
• Maintain the Student information System (SIS) for state reporting

Program Operations

• Review requests for office and building supplies; obtain approval and complete purchases in a timely manner
• Coordinate with building engineer to complete building and equipment repairs
• Schedule routine maintenance and repairs for the school buses
• Maintain record of purchases
• Work collaboratively with building engineer to ensure proper and high level of building maintenance. This includes but is not limited to checking for cleanliness of building (classrooms, etc.)
• Responds to staff requests for maintenance supplies and classroom repairs
• Maintain inventory in supply room and keep room in a clean and orderly manner
• Ensure front line communications maintain professional and efficient (verbal and visual)

Employee Pre-Employment Screening

• Support the Director of Administration in the arranging of new hires to obtain medical exam, TB testing and drug screen.
• Support the Director of Administration in conducting background checks for staff and volunteers

Bank Deposits & Account Payable/Receivable

• Secure and record incoming checks and cash for deposit
• Prepare deposits and verify amount, payee and use of funds
• Prepare invoices and receipts for families and other payees
• Manage the accounts receivable email inbox

Process Incoming Mail

• Open and distribute mail accordingly
• Handle all sensitive information in a confidential manner

Center Opening and Closing

• Supports with opening and closing facility as scheduled

Administrative Duties

• Provide administrative assistance to administrative staff
• Prepare correspondence - letters, reports, etc. for Malaika organization
• Prepare copies for teachers and respond to their requests for materials, supplies, etc.
• Monitor office supplies and equipment to ensure efficient and effective operations on a daily basis
• Perform other duties as assigned

Requirements

• 5+ years of experience in relatable role
• High school diploma required; Associate's degree preferred
• Professional and pleasant attitude and appearance
• Proficiency with Microsoft and hands on experience with office equipment
• Multitasking and time management skills w/ ability to prioritize tasks
• Solid written and verbal communication skills
• Excellent organizational skills
• Proficient in math and basic accounting procedures
• Knowledge of Quickbooks Accounting software

Benefits

• Health Insurance
• Dental Insurance
• Vision Insurance
• Life Insurance
• Paid Leave
• Retirement Plan
• Child Care Discount
• Professional Development

The Office Manager

is responsible for the efficient and effective operation of the Harambee Center. This position is thefirst point of contact at the Harambee facility. This position requires a pleasant personality in person and over the phone and to be able to deal with emergency situations in a timely manner.

What You\'ll Do

• Answers telephone, routes calls to proper staff members, take accurate messages and responds to inquiries for information in a courteous and professional manner
• Greet parents, children, staff, visitors, vendors, and volunteers in a welcoming, friendly manner. Create and sustain a warm, friendly and cordial environment for everyone entering the facility.

Reception Duties

• Answers telephone, routes calls to proper staff members, take accurate messages and responds to inquiries for information in a courteous and professional manner
• Greet parents, children, staff, visitors, vendors, and volunteers in a welcoming, friendly manner. Create and sustain a warm, friendly and cordial environment for everyone entering the facility.

Student Attendance, Program Documentation & Reporting

• Accurately document student attendance for child care and school age program
• Document attendance and files for partnerships
• Maintain files for report and audit purposes
• Prepare and submit attendance requirements to Wisconsin Shares
• Respond to inquiries related to attendance
• Monitor enrollment forms to ensure that most up to date information is on file
• Maintain the Student information System (SIS) for state reporting

Program Operations

• Review requests for office and building supplies; obtain approval and complete purchases in a timely manner
• Coordinate with building engineer to complete building and equipment repairs
• Schedule routine maintenance and repairs for the school buses
• Maintain record of purchases
• Work collaboratively with building engineer to ensure proper and high level of building maintenance. This includes but is not limited to checking for cleanliness of building (classrooms, etc.)
• Responds to staff requests for maintenance supplies and classroom repairs
• Maintain inventory in supply room and keep room in a clean and orderly manner
• Ensure front line communications maintain professional and efficient (verbal and visual)

Employee Pre-Employment Screening

• Support the Director of Administration in the arranging of new hires to obtain medical exam, TB testing and drug screen.
• Support the Director of Administration in conducting background checks for staff and volunteers

Bank Deposits & Account Payable/Receivable

• Secure and record incoming checks and cash for deposit
• Prepare deposits and verify amount, payee and use of funds
• Prepare invoices and receipts for families and other payees
• Manage the accounts receivable email inbox

Process Incoming Mail

• Open and distribute mail accordingly
• Handle all sensitive information in a confidential manner

Center Opening and Closing

• Supports with opening and closing facility as scheduled

Administrative Duties

• Provide administrative assistance to administrative staff
• Prepare correspondence - letters, reports, etc. for Malaika organization
• Prepare copies for teachers and respond to their requests for materials, supplies, etc.
• Monitor office supplies and equipment to ensure efficient and effective operations on a daily basis
• Perform other duties as assigned

Requirements

• 5+ years of experience in relatable role
• High school diploma required; Associate's degree preferred
• Professional and pleasant attitude and appearance
• Proficiency with Microsoft and hands on experience with office equipment
• Multitasking and time management skills w/ ability to prioritize tasks
• Solid written and verbal communication skills
• Excellent organizational skills
• Proficient in math and basic accounting procedures
• Knowledge of Quickbooks Accounting software

Benefits

• Health Insurance
• Dental Insurance
• Vision Insurance
• Life Insurance
• Paid Leave
• Retirement Plan
• Child Care Discount
• Professional Development