Office Manager

Community Services Foundation; Seat Pleasant (MD); On-site; USD 45,000 - 65,000; Full time

Job summary

A leading community-focused organization is seeking an Office Manager to oversee clerical and accounting functions while ensuring efficient office operations. The ideal candidate will possess strong organizational skills, customer service ability, and prior administrative experience, contributing to the overall mission of the Community Services Foundation.

Qualifications

• Three years of college and/or administrative work experience.
• Prior accounts receivable/payable experience required.
• Ability to apply computer technology efficiently.

Responsibilities

• Manage day-to-day operations and clerical functions.
• Record financial transactions and manage vendor accounts.
• Supervise Administrative Assistant and Office Volunteers.

Skills

Customer Service

Time Management

Interpersonal Skills

Bookkeeping

Communication

Education

Three years of college

Administrative work experience

Tools

MS Excel

Accounting software

Microsoft Office Suite

Adobe

Job description

The Office Manager position is an integral part of Community Services Foundation. This position executes the clerical functions inclusive of data entry for program schedules, monthly and daily report and attendance tracking, organizing and updating electronic filing, maintaining updated fire and health permit inspections, staff food manager licenses, company business licenses, updating the website and posting social media engine messages, coordinating field trips and staff meetings, donor acknowledgement, donation distribution, placing program orders, acquiring company certification designations, etc. The successful candidate is a mature, skilled individual who is motivated by achieving high levels of proficiency. The position serves as a primary interface with callers, visitors, program partners, prospective employees, etc. Incumbent must exhibit strong customer service and follow through skills in the execution of tasks assigned that are routine as well as impromptu. They also must understand how to prioritize the requests from multiple superiors and focus on meeting the deadlines established, while juggling multiple tasks. The Office Manager is responsible for the day-to-day operations for all programs and adhering to the guidelines and regulations established by Community Services Foundation.

Office Manager Duties and Responsibilities include:

• Performs receptionist and conference room scheduling in an efficient, professional and courteous manner; inclusive of answering phones, organizing work areas, monitoring office equipment function, scanning, obtaining, distributing and taking action on both incoming and outgoing mail.
• Greet and assist visitors, clients, and vendors in a professional manner.
• Composes internal and external correspondence, brochures, flyers, etc.
• Research marketing materials for purchase.
• Supervise Administrative Assistant and Office Volunteers (if applicable).
• Coordinates training sessions, researching vendors and related pricing for field trips, adult trips, funder conference registration, etc.
• Prepares site staff meeting agenda minutes and supporting attachments.
• Prepares donor letters and funder reports as assigned.
• Assisting with the monitoring of all compliance reporting as it relates to the grants received.
• Tracks the attendance, participation and maintenance for each Community Center.
• Order office supplies for CSF and program supplies for Community Centers.
• Oversee general office operations, including managing office supplies, equipment, and maintenance.

Accounting Functions Duties and Responsibilities include:

• Record day-to-day financial transactions and complete the posting process
• Compiling and coding purchase invoices for allocation of Administration purchases.
• Process invoices, prepare checks, and manage vendor accounts.
• Reconcile bank statements and internal accounts to ensure accuracy.
• Assist in preparing monthly, quarterly, and annual financial reports.
• Maintain accurate and up-to-date financial records and files.
• Enter financial data into accounting software or spreadsheets.
• Other duties as assigned.

Additional Qualifications:

• Three years of college and/or administrative work experience.
• Prior accounts receivable/payable experience required.
• Excellent knowledge of MS Excel and accounting software.
• Strong knowledge of bookkeeping.
• Understanding the ability to apply computer technology to efficiently accomplish work inclusive of being proficient in Microsoft Excel, Outlook and MS Word, Adobe, PowerPoint, Publisher and website software are an absolute must.
• Strong oral, written communication and interpersonal skills.
• Ability to conscientiously maintain time management and meet deadlines.
• Ability to establish, maintain and cultivate strong working relationships.
• Professional demeanor, both in person and on the telephone.
• Supervision experience and proven judgment in maintaining confidentiality of privileged information, when necessary.
• Highly organized, dedicated, responsible, self-starter, detail and team-oriented.
• Maintaining regular consistent and professional attendance, punctuality and personal appearance.
• Enthusiastic, positive attitude and strong work ethic and an openness to evolving responsibilities.
• Experience in working with a non-profit, Interest in community service and knowledge of issues surrounding low-income communities, a plus.