Office Manager

Minnesota Council of Nonprofits; Saint Paul (MN); On-site; USD 51,000 - 56,000; Full time

Job summary

An established industry player is seeking a detail-oriented Office Manager to support its mission-driven organization. This vital role encompasses managing bookkeeping, providing administrative support, and overseeing HR processes. The ideal candidate will thrive in a collaborative environment and demonstrate strong problem-solving skills. With a commitment to equity and youth development, this organization fosters an inclusive culture where every team member contributes to the mission. If you're proactive and organized, this is an exciting opportunity to make a meaningful impact in the community.

Benefits

100% Employer-Paid Health Insurance

Health Savings Account Match

Employee-Paid Group Dental

Simple IRA Match

Paid Time Off (PTO)

Short-term and Long-term Disability Insurance

Life Insurance

Six-Week Paid Sabbatical

Qualifications

• Minimum of two years of experience in nonprofit or similar role.
• Demonstrated experience in bookkeeping and office management.

Responsibilities

• Manage bookkeeping functions including A/R, A/P, and payroll.
• Provide administrative support to the Executive Director and Development Director.
• Coordinate human resource processes including onboarding.

Skills

Organizational Skills

Detail-oriented

Proactive and Self-motivated

Problem-solving Skills

Interpersonal Skills

Education

Experience in Nonprofit Sector

Bookkeeping Experience

Tools

Quickbooks Online

Google Workspace

Job description

About Urban Boatbuilders:

Urban Boatbuilders is a youth development organization based in St. Paul, MN. Our mission is “to empower youth to build the skills they need to succeed in school, work, and life through woodworking and experiential learning.” Through our Partnerships and Apprenticeships, hundreds of youth develop technical woodworking skills, social and emotional learning skills, and a connection to their local waterways.

Our Commitment to Diversity and Inclusion:

Diverse perspectives and backgrounds create a rich work environment that enhances our ability to pursue our mission and support youth. We are committed to building an organization that fosters inclusivity and equity. We actively seek a diverse pool of candidates for all positions and are committed to supporting and training our employees.

Position Summary:

Urban Boatbuilders is seeking a detail-oriented, highly organized office manager to support the daily operations of our mission-driven organization. This essential role will provide administrative support to the Executive Director and Development Director, manage bookkeeping and financial tracking, oversee general office operations, and coordinate human resources processes, including employee onboarding and benefits administration.

The Office Manager is a central figure in ensuring the organization runs smoothly and efficiently. Responsibilities include managing accounts payable and receivable, assisting with budget tracking and financial reporting, maintaining office systems and supplies, scheduling and supporting meetings, and serving as a point of contact for staff HR needs.

At Urban Boatbuilders, we embrace an "all hands on deck" culture where every team member, regardless of title, is ready to pitch in. We are looking for a proactive problem-solver with strong communication skills and a commitment to equity and youth development. The ideal candidate thrives in a collaborative, small-team environment and is comfortable managing multiple priorities with accuracy and discretion.

Position: Office Manager

Position Status: Full-time, exempt

Compensation and Benefits:

• Compensation: $51,000-$56,000, depending on experience

• Comprehensive benefits package including:

  • 100% employer-paid health insurance premium

  • Health Savings Account (HSA) match of up to 3% of salary

  • Employee-paid group dental

  • Simple IRA match of up to 3% of salary

  • Ten paid holidays

  • PTO begins at 15 days/year and increases based on the length of service with the organization up to 25 days/year

  • Short-term disability, long-term disability, and life insurance.

  • Six-week paid sabbatical after seven years

Duties Include:

Bookkeeping

(Opportunity for growth in this area based on interest and experience.)

• Assist with the creation of and monitor the organization’s annual and program budgets

• Prepare monthly financial reports for the Executive Director and bi-monthly reports for the Board of Directors

• Prepare financial reports for grants and other funding

• Maintain boat inventory and support boat sales processing

• Manage all bookkeeping functions including A/R, A/P, and payroll

• Demonstrate a customer-service orientation rooted in inclusiveness.

• Process receipts daily, making bank deposits at least weekly

• Maintain grant and accounting files in a neat and orderly manner

• Assist the off-site accountant in preparing the program’s federal and state taxes and reports

• Assist in preparing the organizational and program annual financial statement

Administrative Support

• Oversee and support all administrative duties in the office and ensure that the office is operating smoothly.

• Contribute to a collaborative team culture that celebrates diversity, innovation, and shared knowledge.

• Provide administrative support to the executive director, including scheduling meetings, maintaining calendars, and creating reports.

• Assist with donor management, record keeping, and fundraising, including events registration and event logistics.

• Assist with the submission of grant applications in collaboration with the development director.

• Support funder and contract compliance by maintaining files, data filing requirements, tracking reports and invoice deadlines, etc.

• Answer incoming internal and external customer calls and provide customer service problem-solving, and/or forwarding the call to the appropriate team member.

• Maintain the inventory of office supplies and print materials.

• Provide for maintenance of office machines and office technology (e.g., printer, copier, fax, phone system, computers, internet, etc.) as needed.

• Provide internal IT management and support, including sourcing and setting up new computers and ensuring existing technology meets the needs of staff.

• Manage software and technology accounts.

• Act as the liaison to building management including submitting and managing maintenance requests

Human Resources

• Coordinate human resource paperwork, including new employee office set-ups, background checks, and onboarding.

• Process new hires and ensure compliance with new hire reporting requirements.

• Monitor employee benefits, including the administration of plans as needed.

• Maintain UBB’s personnel and operations policies and procedures.

Required Qualifications:

• Well-developed organizational skills

• Is detail-oriented

• Is proactive and self-motivated

• Demonstrated experience in bookkeeping and office management

• Demonstrated ability in creating, maintaining, and implementing processes and procedures

• Excellent problem-solving and critical-thinking skills

• A positive, inclusive attitude with strong interpersonal skills

• A minimum of two years of experience in the nonprofit sector or in a similar role

• Ability to pass a Minnesota Child Protection background check upon offer of employment

• Availability to work occasional evenings or weekends

Preferred Qualifications

• Proficiency in Quickbooks Online and Google Workspace

To Apply:

Please send your cover letter and resume to Marc Hosmer, Executive Director, at [e-mail], with the subject line “Office Manager”. Priority will be given to applications received by May 23rd, however, the position will remain open until filled. Please send any immediate questions regarding this job opening to [e-mail]