Office Manager

POSITION TITLE :        Office Manager

Full Time, Support, Confidential

COMPENSATION :       Salary and benefit package commensurate with education and experience.

JOB SUMMARY

The SEIU Local 517M Office Manager has leadership and support responsibilities for the daily operational and financial activities of the Local, which is a public sector union in Michigan. The Local represents nearly 7,000 members covered under 74 collective bargaining agreements. The local has 11 full time staff, including the Office Manager, one additional support staff, and an operating budget of nearly $3,000,000.

The Office Manager will organize and coordinate office administration and procedures to ensure organizational effectiveness, efficiency, and safety. At the direction of the Executive Director, the Office Manager is responsible for developing intra-office communication protocols and streamlining administrative procedures.

The Office Manager will oversee SEIU Local 517M’s financial data and compliance by maintaining accurate books on accounts payable and receivable, payroll, and daily financial entries and reconciliations.  The Office Manager will also perform daily accounting tasks such as monthly financial reporting, general ledger entries, and record payments and adjustments.

The Office Manager must be well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people and be able to work independently with limited supervision.

This is a confidential position that may, at times, require daily exposure to and working knowledge of confidential matters.

SUPERVISION

Reports to the Executive Director of SEIU Local 517M

JOB FUNCTIONS

• Maintains records of financial transactions by establishing accounts; posting transactions; ensure legal requirements compliance.
• Prepares financial reports by collecting, analyzing, and summarizing account information and trends.
• Complies with federal, state, and local legal requirements by studying requirements; enforcing adherence to requirements; filing reports; working with accountants and advising management on needed actions.
• Main point of contact for maintenance, mailing, shipping, supplies, equipment, and bills.
• Performs HR functions to maintain office files and convey policies as necessary.
• Organize office operations and procedures.
• Coordinate with IT personnel on all office equipment with staff support.
• Manage relationships with vendors, service providers and landlord, ensuring that all items are invoiced and paid on time.
• Manage contract and price negotiations with office vendors, service providers and office leases.
• Provide general support to visitors.
• Responsible for creating PowerPoint slides and making presentations.
• Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply purchases are reviewed and approved and that clerical functions are properly monitored.
• Establish a historical reference for the office by outlining procedures for protection, retention, record disposal, and retrieval.
• Responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office and meet company, state and federal reporting requirements.
• Ensure that results are measured against standards, while making necessary changes along the way.
• Perform review and analysis of special projects and keep management properly informed.
• Determine current trends and provide a review to management to consider.
• Work with the executives to recruit staff for the office and provide orientation and training to new employees.
• Remain updated on technical and professional knowledge by attending educational workshops, joining professional associations, building networks with fellow professionals, and reviewing of industry publications.
• Participate actively in the planning and execution of company events.
• Responsible for developing standards and promoting activities that enhance operational procedures.
• Implement and maintain filing systems.
• Establish and monitor procedures for record keeping.
• Ensure security, integrity and confidentiality of data.
• Oversee adherence to office policies and procedures.
• Analyze and monitor internal processes.
• Monitor and maintain office supplies inventory / acquisitions.
• Handle member inquiries and complaints and distribute to appropriate personnel.
• Maintain a safe and secure working environment.
• Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.
• Monitor attendance and time reports; provide employee benefits information.
• Support activities of the Executive Board and attend all meetings as deemed necessary :

The above statements are intended to describe the general nature and level of work being performed by individuals assigned this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified, nor as a guarantee that the duties described will only be performed by personnel assigned to this job description. SEIU-Local 517M reserves the right to revise the duties and responsibilities of this position at any time at its sole discretion.

MINIMUM QUALIFICATIONS

EDUCATION :

Work requires a business / office management background generally equivalent to a bachelor's degree in a business or related field.

EXPERIENCE :

Knowledge generally acquired through at least five (5) years of Office Management experience of increasing variety and / or complexity, or equivalent combination of education and experience.

KNOWLEDGE, SKILLS AND ABILITIES :

SPECIAL REQUIREMENTS :

Salary : $3,000,000