Office Manager

Job Description: Office Manager

This job requires someone with the ability to attend to many details. Overall running of the office work is done through this position, and one must have the ability to follow through on a variety of tasks including general office responsibilities. The ability to efficiently use Microsoft Word and Excel as well as all Microsoft 365 apps is a must. A database is utilized and must be maintained to accurately retain contact information and additional information, with reports to be provided to those in need. The functionality of the office pivots around this key position, and includes maintaining employee records, as well as student records. Work with our IT service provider to maintain computers, etc., as well as the basic office equipment.

Also responsible for executing major changes as directed or needed, i.e., new database, switching IP providers, changing telephone service providers, new bookkeeping or database software, etc.

Must be able to work with the directors and board, as requested, to meet their needs, as well as oversee the admin staff, which includes a receptionist, bookkeeper and administrative assistant.

Encourage positive communication and/or relationships with parents/clients, supporters and staff, as appropriate and feasible.

Qualifications:

• Ability to interact and effectively communicate with culturally diverse, psychologically or behaviorally challenged populations.
• Assertive, self-confident, and sensitive in working with teens and staff.
• Organized and dependable.
• The ability to efficiently use Microsoft Word and Excel as well as all Microsoft 365 apps is a must.
• Possess a valid driver's license and a good driving record without restrictions, except for glasses.
• Demonstrate spiritual, social, emotional, and intellectual maturity.
• Solid family orientation on which to draw when modeling this value to the clients a plus.
• Leader, self-starter and creative.
• Ability to handle many tasks at one time.
• Relationship oriented, starting with our relationship with the Lord, and including with staff and our clients.

Duties:

• Answer phones, e-mails, and mail and follow up accordingly.
• Prepare annual Christmas card mailing labels.
• Prepare labels for quarterly newsletter mailing.
• Set up and maintain employee and miscellaneous files.
• Purchase school and office supplies, and other items.
• Update all forms for Agape Manual (including School and Home enrollment), as needed.
• Assist CEO, Executive Director, and staff in any way necessary.
• Oversee Receptionist in preparation and distribution of School and Home enrollment paperwork for set up of files.
• Oversee Receptionist and Bookkeeper as may be needed to accomplish daily tasks.
• Personnel Files: Set up for new employees, passing on pertinent information to the Bookkeeper for payroll records, and maintain files.
• Maintain and update database, along with Bookkeeper.
• Oversee computer updates, with support of Midwest IT.
• Board Meetings: prepare and send out packets to include agenda and reports provided by board members, maintenance and bookkeeper, attend meetings, take minutes, and finalize follow up paperwork.
• Execute major changes as directed or needed, i.e., switching Internet providers, telephone service providers, new bookkeeping or database software, etc.
• TEAMS: Take the lead with keeping this organized and usable for appropriate staff. REMINDER: dept heads should submit documents/info to put on their dept channel and request updates to be made for documents (only admin dept to update documents in TEAMS)
• Prepare Cover Sheets for each new teen entering program. Will we need this now with electronic files?
• Encourage positive communication and/or relationships with parents/clients, supporters, and staff, as appropriate and feasible.
• Attending all mandatory staff meetings and trainings for dept.
• Lunch: Set up, serve, and clean up as needed (about one time per week)
• Review bills, including credit card charges, watching for errors, and looking for ways to streamline expenses; alerting the Executive Director to any concerns, approve or obtain approval for all bills.
• Safety Plan: prepare updates annually and monitoring of requirements throughout the year.
• Administer and follow all policies and procedures of Agape House, Inc., including those regarding confidentiality and unity.

Marketing Duties (may not be all inclusive):

• Speak/Be Present at events to bring awareness outside of Agape House, i.e., United Way, GLWA, etc.
• Prepare Prayer Blogs and FB posts consistently.
• Newsletters (3 to 4 per year) – pull together articles, submit to volunteer who sets up the final product for printing, prepare labels for mailing, organize volunteers to assist with stuffing, labeling, and sealing of mailing, and get to post office for mailing.
• Advertising for New Employees.
• Events.
• Year-end Letter to Service Groups – prepare and send out.
• Summer Camp: gather information for parents to consider for their teens.

Oversee and Guide Board Members with these tasks (may not be all inclusive):

• Grants.
• Gather and provide year end renewal of documents for ECFA.
• Review monthly financial reports and follow up with bookkeeper.
• Work with Insurance Providers to prepare new policy annually (at end of August) – 2 providers: 1st Auto, and Spectrum for property, liability,

Job Type: Full-time

Pay: $18.00 - $20.00 per hour

Expected hours: 40 per week

Benefits:

• Flexible schedule
• Paid time off
• Retirement plan

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

Salary : $18 - $20