Office Manager (The Rise on Clanton)

Roof Above; Charlotte (NC); On-site; USD 38,000 - 52,000; Full time

Job summary

Roof Above in Charlotte, NC is seeking an Office Manager to support the Scattered Site Housing program. You will help design and implement an efficient office system, work with the finance team, and provide grant management support along with staff needs.

The role requires strong organizational skills, attention to detail, and the ability to juggle multiple tasks in a changing environment. Prior experience with office software and data integrity is valued. This is a full-time, on-site position.

Qualifications

• Knowledge of office administration.
• Ability to use a range of office software, including email, spreadsheets and databases (experience with Financial Edge a plus).
• Produce business correspondence with high accuracy.
• Maintain data accuracy in entry and records.
• Excellent interpersonal skills.
• Ability to set boundaries.
• Analytical and problem-solving skills.
• Decision-making skills.
• Attention to detail.
• Strong organizational skills.
• Ability to juggle multiple tasks and deadlines.

Responsibilities

• Communicates about our program and mission to visitors and donors.
• Assists with tenant events and vaccine clinics and holidays socials.
• Request background checks for new tenants.
• Maintains a master tenant list.
• Reviews bills and coordinates with staff to ensure accuracy.
• Submits all check requests to finance as well as invoice payments.
• Utilizes accounting system to process rental and other payments.
• Sends monthly invoices to case managers and payees and responds to invoice questions from tenants and staff.
• Maintains spreadsheet of tenant monies owed with VP of Scattered Site and assists with tenant payment plans or collection letters.
• Works with program directors and other staff to update monthly rent rolls, checking for accuracy and changes and submitting to finance when completed.
• Reconciles Inlivian payments to ensure that RA has been paid in full.
• Assist with grant management including file/document accuracy (i.e. updated incomes, leases and other required information), monthly billing and tracking payments.
• Assist staff with technology support, including working with staff to increase efficiency in file organization and storage; work on technology updates (Sharepoint, One Drive, misc.)
• Administrative support for Rapid Rehousing and Permanent Supportive Housing programs.
• Manages vehicle fleet for all Roof Above programs.
• Attends regularly scheduled fleet meetings.
• Requests monthly bus passes orders for Roof Above programs.
• Attend HMIS Administrator’s meeting and keep relevant staff informed as to changes and updates.
• Run monthly APRs and ROI reports for all programs and inform staff know about needed updates.
• Assist directors with running HMIS reports and data correction for required quarterly reporting.
• Randomly monitor HMIS files to check timeliness and provide to directors for follow up with staff.
• Other duties as assigned.

Skills

Office admin

Office software

Proofreading

Data entry

Interpersonal skills

Attention to detail

Organizational skills

Analytical thinking

Decision making

Multitasking

Tools

Financial Edge

Job description

Job DetailsJob Location: Charlotte, NC 28217ROOF ABOVE

Roof Above is NC’s most comprehensive homeless service provider. Our mission is to unite our community to end homelessness, one life at a time. Focusing on individuals experiencing homelessness, Roof Above offers everything from street outreach to shelter to Rapid Rehousing to Permanent Supportive Housing. Roof Above’s services and programs reach over 1,300 individuals every day across nine campuses in Charlotte. Roof Above was born through the merger of Urban Ministry Center and Men’s Shelter of Charlotte in 2019.

POSITION SUMMARY

The Roof Above staff is appreciative, helpful, and team oriented. We treat everyone with respect, knowing that we will achieve more working together than alone. Roof Above’s Scattered Site Housing Programs provide permanent supportive housing to homeless men and women who have experienced chronic homelessness as well as rapid rehousing to those who have been sheltered or who have lived outside in our community. This program currently provides support for more than 300 individuals living in apartments in the community. Tenants are housed using various housing vouchers and funding sources. The staff of 39 includes case managers, a housing specialist, a tenant services coordinator, two nurses, and management. Case managers and nurses are frequently working outside of the office visiting tenants and taking them to appointments.

The Office Manager will play a key role in ensuring the effective operations of this growing program. The person most suited for this role would be comfortable with a changing environment. The individual in this position needs to be a self-starter who can work with management to design and implement an effective organizational system for the office. This person works closely with Roof Above’s finance team and provides grant management support as well as assistance with staff or program participant needs.

ESSENTIAL FUNCTIONS

• Communicates about our program and mission to visitors and donors.
• Assists with tenant events and other needs such as vaccine clinics and holidays socials.
• Request background checks for new tenants.
• Maintains a master list with current tenant names and addresses.
• Reviews bills and communicates with staff to ensure accuracy.
• Submits all check requests to finance as well as invoice payments.
• Utilizes accounting system to process rental and other payments.
• Sends monthly invoices to case managers and payees and responds to invoice questions from tenants and staff.
• Maintains spreadsheet of tenant monies owed with VP of Scattered Site and assists with tenant payment plans or collection letters.
• Works with program directors and other staff to update monthly rent rolls, checking for accuracy and changes and submitting to finance when completed.
• Reconciles Inlivian payments to ensure that RA has been paid in full.
• Assist with grant management including file/document accuracy (i.e. updated incomes, leases and other required information), monthly billing and tracking payments.
• Assist staff with technology support, including working with staff to increase efficiency in file organization and storage; work on technology updates (Sharepoint, One Drive, misc.)
• Administrative support for Rapid Rehousing and Permanent Supportive Housing programs.
• Manages vehicle fleet for all Roof Above programs.
• Attends regularly scheduled fleet meetings.
• Requests monthly bus passes orders for Roof Above programs.
• Attend HMIS Administrator’s meeting and keep relevant staff informed as to changes and updates.
• Run monthly APRs and ROI reports for all programs and inform staff know about needed updates.
• Assist directors with running HMIS reports and data correction for required quarterly reporting.
• Randomly monitor HMIS files to check timeliness and provide to directors for follow up with staff.
• Other duties as assigned.

QualificationsEDUCATION, EXPERIENCE AND SKILLS REQUIRED

• Knowledge of office administration
• Ability to use a range of office software, including email, spreadsheets and databases (experience with Financial Edge a plus)
• Able to produce business correspondence, proofread for grammar, spelling and punctuation with high degree of accuracy.
• Ability to maintain a high level of accuracy in preparing and entering data.
• Excellent interpersonal skills.
• Ability to set good boundaries.
• Analytical and problem-solving skills.
• Decision‑making skills.
• Attention to detail and high level of accuracy.
• Effective organizational skills.
• Ability to juggle multiple tasks and deadlines.

WORKING ENVIRONMENT

Work is completed in the office 90% of the time. Travel to other sites is needed occasionally such as to pick up or deliver bus passes, pick up checks, deliver rental payments or to attend meetings.

OUR VALUES:

Heart for the Work

• We choose this work and embrace this place.
• We practice radical compassion.
• We each do our unique part to end homelessness.

Solution-Oriented

• Grounding ourselves in what we know, we imagine what is possible.
• We are intentional about getting the right people involved and we move towards effective action.
• We are exhaustive in our search for solutions.

Bring Our Best

• We practice self-care, self-awareness, and safety.
• We recognize what we need to let go of to move forward.
• We exercise diligence and grit.

Value Others

• We honor the profound worth of each life and our work reflects it.
• We meet people where they are and approach others with genuine curiosity.
• We know we can’t do it alone. We are stronger and smarter together.

Roof Above is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees