Office Manager

Organization Name: Children of the Immaculate Heart

Location: Mission Valley, CA

Reports to: Director of Operations

Authority Level: Office staff as assigned

Employment Type: Full Time

FLSA Status: Non-Exempt

Pay Rate: $22 - $26 per hour

Summary

It is the responsibility of the Office Manager to supervise the daily operations of the Headquarters Office; professionally represent Children of the Immaculate Heart to the public, to its customer base, to its staff, and to its clientele. Primary responsibilities include the provision of clerical support to the Administrative Team (Executive Director and Director of Operations) and basic fiscal tasks and record keeping.

Key Performance Indicators:

• Phone messages checked each morning and afternoon and calls returned within 24 hours or less.

• Weekly staff supervision held with all direct

• Incoming mail checked daily and outgoing mail sent daily when in

• Office space kept in order and sufficient supplies on hand for smooth daily operations.

• AR clerk duties fulfilled in a timely manner (receipts sent out no later than one week after receipt of donations).

Essential Duties and Responsibilities

Specific duties and responsibilities of the Office Manager include but are not limited to:

Office Management

• Support tasks and supervise special projects for the Administrative

• Assist with the provision of requested information by Administrative Team personnel.

• Accountable for incoming and outgoing

• Accountable for the proper reception of telephone calls, emails, and

• Facilitate the flow of documents needing

• Operate specific business equipment as

• Accountable for the cleanliness and organization of the

• Accountable for the posting of required regulations and

• Preparation of various reports as

• Monitoring office supplies and ordering new supplies as

• Supervising office staff (including AR and AP clerks when fulfilled by a different personnel member).

• Assisting in calendar management for the Administrative

• Work with Program Staff to organize and process in kind donations made for clients.

• Assist in the editing process for business documents and marketing materials.

Fiscal Tasks and Record Keeping

• Maintain appropriate fiscal records and

• Manage bill pay duties and check preparation for accounts

• Manage petty cash distribution and reconciliations.

• Assist in the annual preparation of the Office/Administration

• Fulfill AR duties (entering into DonorView, sending receipts, )

• Prepare in kind receipts for donors who make physical donations, keep record of all such donations, and report to finance

Event Management

• Attend two major annual fundraising events (Gala and Oktoberfest) and other smaller events as

• Assist with managing guest lists, name tags, ticket sales, organization of office supplies and marketing materials needed for the event.

• Fulfill duties as assigned at the actual event, such as set up, check in, and clean up.

Other duties as assigned.

Principle Interactions

The primary relationships of the Office Manager include the Administrative Team.

Qualifications

The position of Office Manager must have a high school diploma and a minimum of 5 years' experience in an administrative lead position which includes bookkeeping. This position requires computer skills and experience with cloud use of Microsoft Word, Excel, a database, and QuickBooks. The following attributes are required:

• Above average communication skills both written and oral;

• Ability to handle a complex workload;

• A courteous and professional manner with

• A valid driver's license from the state of employment is required.

• Must be able to pass Random Drug Tests.

• Must be able to pass Background Check.

Reasoning Ability

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Certificates, Licenses, Registrations

A valid driver's license from the state of employment is required.

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:

While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel; and speak and hear. The employee must occasionally lift and/or move up to 25 pounds.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

For more information on how to apply, go to www.childrenoftheimmaculateheart.org. For additional questions, please email info@ciheart.org