Office Manager and Executive Assistant

Position: Office Manager/Executive Assistant

Supervised by: Executive Director

Department: Front Office

Classification: Full-Time (35 hours/week)

Position Status: Non-Exempt

Location: Administration/Warehouse – Grants Pass

Range/Salary: $19-$22/hr D.O.E

Benefits: Health Benefits, Sick, Vacation and Holiday Pay

Top Candidates will be contacted between Dec. 26th-Jan 2nd to schedule interviews.

At the Josephine County Food Bank (JCFB), we’re passionate about eliminating hunger and empowering our community. As a regional Food Bank serving all of Josephine County, we distribute an average of 2.4 million pounds of food annually and feed 1 in 5 residents in our area every month. Our team also operates a production and education farm, bringing sustainable food solutions to life. Join our mission-driven organization as our Office Manager/Executive Assistant, where you will play a key role in ensuring operational excellence and organizational impact.

This multifaceted role combines office management, financial tracking, HR duties, and executive support. The ideal candidate is a proactive, organized professional who thrives in a dynamic nonprofit environment. You will oversee the day-to-day management of JCFB’s administrative operations, ensuring the office runs efficiently while providing essential support to the Executive Director and our team.

The Office Manager/Executive Assistant serves as a confidential employee in managing the front office and assisting the Executive Director in all HR duties and making sure the Josephine County Food Bank files are compliant with state and federal laws. The Office Manager/Executive Assistant the Executive Director with various aspects of Financial Tracking. The Executive Support Specialist is an assistant to all departments.

Office Management (35%):

• Oversee daily office operations and ensure that office processes run smoothly.
• Develop and implement office policies by setting up procedures and standards to guide operations.
• Handle office-related inquiries and provide general support to visitors both in person and over the phone.
• Receives all monetary donations and assists Warehouse with in-kind donations (as needed) by weighing in food and providing receipts.
• Manage office supplies inventory and place orders as needed.
• Coordinate maintenance and repairs of office equipment and liaise with vendors and consultants (including IT, Printer/Copier, Janitorial Services, Pest Control, etc).
• Manage organizational communication, scheduling, and logistics for key internal events such as board meetings, staff meetings, and managers’ meetings (including developing agendas and meeting materials, etc.), ensuring thorough preparation and follow-up.
• Develop and maintain an efficient filing system to ensure organizational efficiency.
• Plan in-house or off-site activities, such as parties, celebrations, and conferences.
• Ensure office safety and compliance with health and safety regulations.
• Oversees updates to the organization’s website and functions as the main point of contact with web developer.
• Keep all office and conference rooms clean and presentable by routine dusting, vacuuming, and plant maintenance.
• Clearly communicate organizational needs and areas of improvement to Executive Director.

Financial Tracking (30%):

• Track accounts receivable and accounts payable, ensuring all bills are accurately recorded in the system and paid on time.
• Process agency payments in the Primarius system as needed.
• Assist in the preparation of the annual budget for the organization and oversee office budget and expenditures.
• Process weekly deposits, track credit card receipts, and monitor spending.
• Collaborate with the Executive Director and external accountant to prepare monthly financial reports.
• Maintain accurate financial records and generate routine reports as needed.
• Support grant management by tracking expenses and submitting grant reimbursements.

Human Resources (10%):

• Tactical support of HR processes, including onboarding, offboarding, employee reviews, and payroll oversight.
• Assist in coordinating hiring efforts, such as posting job ads, scheduling interviews, and maintaining personnel records.
• Work with external HR support to ensure compliance with employment regulations and JCFB policies.

Executive Support (20%):

• Manage the Executive Director’s calendar, correspondence, and meeting preparation.
• Draft and edit communications, memos, and reports on behalf of the Executive Director.
• Support the Executive Director as needed in preparing for speaking engagements or other internal or external meetings conducting research and other similar tasks.
• Record, distribute, and maintain minutes for all organizational meetings.
• Act as a liaison between the Executive Director and internal or external stakeholders.
• Work with the Executive Director to develop standards and promote activities that enhance operational procedures.

Other (5%):

• Actively participate in the planning and execution of organizational events and initiatives, as needed.
• Allocate available resources to enable successful task performance.
• Perform other duties as assigned.

Skills, Knowledge, and Abilities:

• Ability to set and meet goals, prioritize, plan, and manage work independently.
• Capable of following written and oral directions.
• Excellent organizational skills with the ability to multi-task and problem solve.
• Proficient in Microsoft Word, Excel, Outlook, Publisher, and database management.
• Experienced in QuickBooks online.
• Ability to learn Little Green Light and Greater Giving software.
• Ability to learn Primarius software.
• Ability to learn Rippling and Mineral software.

· Communicates effectively and respectfully with people from different racial, ethnic, and cultural groups and/ or different backgrounds and lifestyles; demonstrate a knowledge of and sensitivity to their needs.

· Ability to maintain client, staff, volunteer, and agency confidentiality.

· Ability to plan and carry out assignments to meet objectives, deadlines, and targets.

· Ability to resolve most deviations and problems within program guidelines.

· Demonstrated ability to make presentations and develop reports that may include technical information.

· Ability to work with sensitive client situations in a non-threatening and professional manner.

· Ability to use warehouse equipment including forklift and pallet jacks with training.

· Good organizational and record keeping skills.

· Ability to be prompt and dependable.

· Ability to learn new software including inventory programs.

Qualifications:

· Minimum two years of experience working with confidential information

· Proven experience in office management, executive support, or a related administrative role.

· Proficiency with Microsoft Windows and Office environment (Word, Excel, PowerPoint, Outlook, Teams) and standard office equipment

· Exceptional organizational and multitasking skills, with attention to detail and the ability to manage competing priorities.

· Safe driving record and ability to use personal vehicle for Josephine County Food Bank business. (Mileage will be reimbursed for work travel.)

· Strong communication skills and the ability to interact effectively with diverse teams and stakeholders.

· Within 120 days of hire achieve ServSafe food handler’s certification.

· 5 years of supervisory experience preferred.

· Bachelor’s degree in a related field preferred.

· Knowledge of HR processes and payroll systems preferred.

· Regulatory compliance background preferred.

· Experience working with and supervising volunteers of all ages from diverse socioeconomic and ethnic backgrounds preferred.

· Nonprofit experience is preferred.

• Bilingual (Spanish) preferred
• Before date of hire and throughout employment:

o Must possess or able to obtain and retain valid Oregon driver’s licenses.

o Proof of current auto insurance. Must provide current liability insurance.

o Pass a background check.

o Access to reliable transportation required.

o This position will frequently maintain standard workplace hours; however, early mornings, weekday evenings, and weekend hours may be required.

Position Details:

• This position is a non-remote position that must maintain standard workplace hours of Monday-Friday 8am-4pm; however, early mornings, weekday evenings, and weekend hours may be required.
• This is a confidential position that deals with sensitive employee and company information and must maintain high levels of confidentiality at all times without disclosing information to outside parties.
• Please note this job description is not designed to cover or contain a comprehensive listing of activities duties or responsibilities that are required of the employee and the job duties and responsibilities and activities may change at any time with or without notice.
• JCFB is an alcohol and drug-free workplace and a tobacco-free work environment.
• Josephine County Food Bank is an Equal Opportunity Employer and provider

Physical Demands:

• Duties are performed indoors in an office environment and outdoors in various settings.
• Duties require extended periods of standing, walking, sitting, and talking or hearing.
• Duties require occasional periods of climbing or balancing, pulling/pushing items, lifting/carrying items, keyboarding, reaching with hands and arms, stooping, kneeling, crouching, or crawling.
• Weights up to 50 pounds are encountered weekly.
• Reading materials and verbal instructions encountered in this position require complex interpretation.
• Must be able to transport oneself to work‐related meetings, workshops, conferences, etc.

· Withstand exposure to adverse weather conditions (Snow, rain, hail, heat)

· Active listening while operating machinery (Truck, forklift, jack)

Job Type: Full-time

Pay: $19.00 - $22.00 per hour

Expected hours: 35 – 40 per week

Benefits:

• Dental insurance
• Health insurance
• Health savings account
• Paid time off

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• Overtime
• Weekends as needed

Experience:

• Office: 2 years (Required)

License/Certification:

• Oregon Drivers License (Required)

Work Location: In person

Salary : $19 - $22