Office Manager

The Office Manager will be responsible for general office operations as well as administrative support to the executive team and other departments. This position wears many hats and requires the individual in this role to multitask, prioritize and take initiative.

Job Duties:

Office Administration

• Answer the telephone (including listening to voicemails and returning calls as appropriate), change phone greetings as needed.
• Greet/direct office visitors. Provide directions or referral to other agencies for their needs.
• Organize and maintain all partner family, general business, and committee files.
• Order/purchase office supplies as needed and within budget guidelines.
• Maintain office equipment, service contracts and handle service issues with applicable vendors.
• Ensure all donors receive written thank-you letters within 2 weeks of their contribution.
• Create and maintain donor database including in-kind as well as monetary donations in GivEffect.
• Intake all mail, process accordingly or provide to appropriate department.
• Keep CEO and Habitat team updated on all pertinent events and issues.
• Maintain a clean, well-organized, and professional workplace. Arrange for office maintenance as needed.

Financial Responsibilities

• Manage partner family mortgages including recording payments in Keystone and AmeriNat, sending out delinquency notices and producing delinquency reports.
• Work with attorney on issues regarding bankruptcy, foreclosure and acquisition or sale of lots.
• Coordinate home appraisals.
• Track and request payment from partner families of delinquent bills and liens.
• Maintain and accurately track office petty cash.
• Make weekly bank deposits.
• Act as GivEffect system administrator. Prepare GivEffect reports as requested, maintain files for billing/invoices, work with auditors.
• Maintain annual QLO certification from IA, IL and Federal.
• Complete an initial financial review of potential partner families during family selection season.
• Light accounts payable entry functions as needed by CFO.
• Basic accounting/bookkeeping functions to balance and reconcile accounts with the CFO’s assistance.

Committee and Board Relations and Assistance

• Coordinate groundbreakings and dedications with all Habitat team members.
• Compile staff, Board of Director and committee membership lists and ensure they are accurate and up to date. Distribute as needed.
• Collect committee reports, send out needed reminders, collate board meeting packets, and assist in board meetings or their preparation as requested.
• Compile and maintain program participant lists, demographics, mortgages, payment history etc.
• Assist with the family selection seminars (invitations, scheduling, collecting applications).
• Set up files for all program participants, assure all documentation is collected, and perform background checks.

Office Volunteer Management

• Arrange and oversee volunteers in the office as needed.
• Monitor volunteer work, safeguard the quality of their work, provide feedback as needed and terminate if necessary.

There will be other duties as assigned as needed. The office manager will be expected to assist with fundraising, affiliate, and volunteer recognition events.

Minimum Knowledge, Skills, and Abilities:

• High School Diploma required.
• Strong accuracy, attention to detail and financial aptitude
• Strong written and verbal communication skills
• Excellent organizational and time management skills; ability to plan and coordinate work independently balancing multiple work demands in a fast-paced environment.
• Strong problem-solving skills.
• Ability to exhibit integrity in work product and in interactions with clients and other staff.
• Ability to hold oneself accountable for actions, successes, and failures.
• Ability to be flexible in the work environment and willing and able to adapt to changing organizational needs.

Physical Requirements: Primarily sedentary work, exerting up to 50 lbs. of force occasionally or a negligible amount frequently.

Physical Demands: Primary working position-sitting, with occasional standing, walking, stooping, crouching, and kneeling; frequent reaching, carrying, lifting, pushing, pulling, fingering, grasping, typing, talking-speaking clearly, hearing-conversation, and seeing-near

Work/Environment: Moderate noise level consistent with an office environment. Travel within Iowa/Illinois and other states as required for business meetings, education events, etc.

Personal/Physiological: Interaction with people, working around people, delegating work, and holding oneself and others accountable for meeting deadlines and finishing work, planning of activities, making judgments on a regular basis, frequent changes in duties and volume of work, intra-organizational and client communication.

Job Type: Full-time

Pay: $20.00 - $23.00 per hour

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• Davenport, IA 52807: Relocate before starting work (Required)

Work Location: In person

Salary : $20 - $23