Business Office Manager

Position:

Office Manager

Reports To:

Executive Director

Job Purpose:

The Office Manager is responsible for organizing and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency.

Key Responsibilities:

Bookkeeping/ Accounting

• Manage accounts payable and accounts receivable in QuickBooks and enter all donations including gifts in kind; maintain petty cash, deposit checks and pay bills
• Prepare and mail quarterly 941 tax forms and unemployment forms; prepare information for annual audit and 990 tax form in cooperation with outside accountant
• Track software and assets
• Produce monthly and as needed financial reports, assist Executive Director as needed with review and creation of organizational and program budgets
• Produce financial reports as needed for grant reporting purposes
• Reconcile accounts and reconcile donations recorded in QuickBooks on a monthly basis
• Maintain QuickBooks database, backup daily and update as needed

Donor and Volunteer Relations

• Maintain donor records in Quickbooks and send donation/pledge receipts in a timely manner
• Produce donor reports for Executive Director and Partnerships Director as needed.
• Receive and respond to initial volunteer inquiries, walk through initial volunteer process with prospective volunteers including: sending out and receiving of identification materials, volunteer packet, running background checks, and sending completed volunteer packets to program directors.

Payroll

• Process payroll and pay payroll taxes monthly
• Manage IRA payments and any benefits

Human Resources

• Run background checks on all staff, interns and volunteers and maintain records of the checks
• Implement and maintain HR processes, including orienting interns and staff, collecting and tracking timesheets, holiday, sick and vacation days, vacation requests, mileage reimbursements and create holiday schedule
• Ensure policies related to insurance are updated and followed, ensure compliance with IRS and local government
• Create and implement employee, intern, volunteer handbook that contains all policies and forms required by insurance
• Process new hires and new interns, and contract workers
• Update and have available all non profit, employee and volunteer forms

Administrative and Clerical

• Organize, maintain and protect all office records, manage work email accounts, online documents and keys for new hires and interns
• Order supplies or materials for office and keep office clean and well organized
• Perform a variety of administrative and clerical duties which include responding to general email inquiries, copying, collating, filing and mailing; perform ad hoc miscellaneous duties as assigned
• Keep track of insurance policies and renew as needed
• Oversee the receiving and maintaining of inventory of all non-food gift-in-kind donations

Information Technology

• Assist with minor IT, such as troubleshooting wireless system, installing software and Techsoup purchases and liaising with tech support as needed

Knowledge and Skills Required:

• Minimum 3 years of office management experience, preferably with a nonprofit organization.
• Minimum 2 years experience in bookkeeping
• Proficiency in Quickbooks (must be able to demonstrate this)
• Proficient in Microsoft Word, Excel
• Detail oriented, excellent organizational and multitasking skills; ability to adhere to deadlines; punctuality and regular attendance required
• Solid writing, editing, and analytic skills
• Ability to work well with staff in a small office, with volunteers, and around children
• Self-motivated and independent problem solver
• Knowledge of HR administration
• Ability to handle confidential matters

Working Conditions:

• General office environment.

Schedule or Physical Demands:

• Periodic early morning and afternoon meetings.
• Evening fundraising events
• Ability to lift up to 50 pounds (rarely used, but for events and moving boxes of materials such as stationery)

Hours and Benefits:

• Hourly position: 25-40 hours per week
• Flexible work schedule with some required meetings, and evening and weekend work as needed
• Small cell phone useage stipend

Job Types: Full-time, Part-time

Pay: $16.00 - $17.00 per hour

Expected hours: 25 – 40 per week

Schedule:

• Monday to Friday

Application Question(s):

• Are you proficient in Quickbooks (must be able to demonstrate)?

Education:

• Associate (Preferred)

Experience:

• Bookkeeping: 2 years (Required)
• Office management: 3 years (Required)

Location:

• El Paso, TX 79902 (Required)

Ability to Commute:

• El Paso, TX 79902 (Required)

Ability to Relocate:

• El Paso, TX 79902: Relocate before starting work (Required)

Work Location: In person

Salary : $16 - $17