ABOUT THE JOB

We are looking for an office manager who can oversee the day-to-day operations of the office, supervise the office receptionist, provide executive support to the leadership team and be a resource for our staff and clients.

This position is full time, $65,000 /year, depending on experience. Most work will be conducted in the office, which is open Monday - Friday.

EMPLOYEE BENEFITS

• The value of these benefits is approximately $1,650/month for full-time employees

• 100% of health and dental insurance are paid for by ICS (able to add spouse or family member, paid for by employee)

• Life insurance policy 100% paid for by ICS

• Commuter stipend up to $105/month, depending on distance of commute

• $50/month cell phone reimbursement

• Paid time off each year:

  • Vacation accrual: 7.5 to 20 days, depending on tenure

  • Holidays: 12 days (10 fixed holidays, 2 staff can choose)

  • Sick time: 48 hours

  • Bereavement leave: 24 hours

• 401k and FSA plan enrollment available

• Employee Assistance Program available

• Mileage reimbursement for travel to work sites

DUTIES

Executive Support

• Manage short-term and long-term projects, such as updating donor data in Salesforce, organizing and auditing files for our annual accreditation process and revamping our onboarding process

• Manage time tracking software (ClickTime) and run reports

• Coordinate meetings, Zoom links, calendar invites and breakout rooms

• Update the ICS Hub with new information, meeting recordings, etc.

• Meet with ICS’ Culture Committee every month and lead priority projects

• Attend bi-monthly management team meetings

• Respond to emails that come in through the ICS website

• Communicate with the board of directors

• Track progress on projects, support the team on meeting deliverables

Staff Support

• Be the go-to person for staff questions and refer them to resources

• Oversee benefits enrollment for staff, be knowledgeable about policies and act as liaison between staff and benefits, HR and insurance consultants

• Add new staff and work-training clients into payroll software

• Lead the admin portion of the new hire onboarding process

• Troubleshoot staff tech questions (MS Office, Zoom, Google Drive, ICS network, time tracking software)

• Partner with ICS accounting firm to troubleshoot staff questions regarding paychecks and monthly reimbursements

• List new jobs on job boards

Development Support

• Track donations in Salesforce and send donor acknowledgements

• Support with organizing, setting up, running and breaking down events, such as the staff retreat, summer picnic and annual fundraisers

• Organize mailing list, print and package annual fundraising campaign

• Track staff birthdays and anniversaries and manage recognition and gifts

Bookkeeping

• Oversee the form collection and payments for monthly staff reimbursements

• Support with payroll (2x/mo) by following up with managers about timesheet approval, sending timesheet report to accounting firm and printing and distributing checks

• Ensure that records are up to date and files are stored and saved correctly

• Print and mail invoices

• Deposit checks

Office Management

• Responsible for overseeing all office needs

• Take ownership over the vibe and organization of the office; keep supplies stocked, tech running smoothly and everything in its place

• Ensure office stays clean, coordinate with cleaning staff as needed

• Maintain an up-to-date emergency preparedness plan, including a list of contacts such as office maintenance, management, cleaning, etc.

• Coordination of staff support and client communication during emergencies, such as announcements around evacuations and fires

• Get to know our clients and be a resource for them

Receptionist Supervision

• Supervise and train the office receptionist

• Determine best practices for phones, guests arriving, when receptionist is out

QUALIFICATIONS

• Fluency with Google Suite (Gmail, Calendar, Docs, Sheets, Drive), Microsoft Office (Word, Excel, PowerPoint) required

• Excellent verbal and written communication skills

• Valid California driver's license with proof of insurance required

TO APPLY

Please email your name, phone number, resume and cover letter to Violet Murov at violet@connectics.org.