Office Manager

Summary: The Office Manager is an hourly-rate position working 36.5 hours per week. The position is fully onsite. The primary purpose is to provide outstanding support to the administrative team, as well as an exceptional first impression of the Iowa Center. The position is located at the main entry of the office to fill the role of greeting guests and providing administrative support to the organization, which should ensure the smooth functioning of the day-to-day operations.

Essential Duties: Essential job duties for this position include the following items. Other duties must be performed as assigned or required.

• Reception - Front office primary to answer phones, facilitate walk-in and call-in clients and appointments.
• Provide CEO and VP of Finance with calendar management, Board meeting organization, communication as needed.
• Process incoming mail. Receive deposits, record them and communicate details. Once recorded, VP of Finance will return for endorsement, and delivery to the bank.
• Management of computer hardware and software systems. This includes but is not limited to being the main contact for contracted services such as IT security, cloud data-base management, and back-up. Basic hardware replacement and set-up needs will be managed by this person, in addition to some software integration, software license renewals, and user maintenance.
• Assist VP of Finance with basic Accounting needs, such as accounts payable invoice entry, bank reconciliations, and payroll time entry.
• Assisting the VITA team with Scheduling client appointments based on the number of preparers available for that day.
• Client intake - go through the check list with the VITA tax client to ensure that they have necessary documents. Greeting Volunteer Presenters and clients for classes.
• Data entry of client and Volunteer information in CRP to ensure compliance and confidentiality. Create client files and scan client documents to save in the file.
• Maintain copiers, printers, phones, and computers. This includes scheduling maintenance calls when necessary.
• Coordinate staff functions and activities as directed by CEO or leadership team.
• Assist with social media postings scheduling and daily maintenance as directed.
• Distribute info@theiowacenter.org emails to appropriate staff
• Process outgoing mail at request of staff.
• Other administrative duties as requested (e.g. making copies, managing filing system, coordinating employee lunches.)
• Conference room set-up for classes.
• Assisting with the promotion and outreach for upcoming classes.
• Assist with the preparation of business education materials (e.g. putting class folders together)
• Support the WBC during client survey time
• Other administrative duties as requested (e.g. making copies, managing filing system)

Qualifications: To perform this job successfully, the individual in this position must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the minimum knowledge, skills and ability required.

EDUCATION/EXPERIENCE:

• Two year degree and work experience preferred
• Methodical and attentive to details
• Committed to excellent service
• Excellent MS Office skills, especially Excel and email
• Enthusiastic for sales & client support
• Able to communicate effectively with individuals of differing backgrounds
• Able to work in a self-directed fashion
• Must have a valid Iowa Driver's License and access to a car on a daily basis
• Must have the ability to work occasional nights and weekends
• Spanish speaking candidates are strongly encouraged to apply
• Ability to multitask, manage time effectively with great attention to detail and accuracy
• Demonstrated ability to build relationships among partners and volunteers and to relate well to clients
• Demonstrated effective teamwork skills

Language Skills

• Strong oral and written communication skills
• Ability to effectively present information in one-on-one and group discussions

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Standing -Approximately less than 1/3 of on-the-job time.
• Walking -Approximately less than 1/3 of on-the-job time.
• Sitting -Approximately greater than 2/3 -choose one of on-the-job time.
• Driving -Approximately less than 1/10 of on-the-job time.
• Use of hands to finger, handle or feel -Approximately greater than 2/3 of on-the-job time.
• Reaching with hands and arms -Approximately between 1/3 and 2/3 of on-the-job time.
• Climbing or balancing -Approximately less than 1/3 of on-the-job time.
• Stooping, kneeling, crouching or crawling -Approximately less than 1/3 of on-the-job time.
• Talking or hearing -Approximately greater than 2/3 of on-the-job time.
• Tasting or smelling -Approximately less than 1/3 of on-the-job time.
• Weight lifted/Force exerted -An average of approximately up to 10 pounds, non-continuously.
• Physical demand requirements listed are primarily applied to ability to lift and move paper supply, client files, etc.
• Vision -Close vision (clear vision at 20 inches or less).

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job.

• Environmental - This position operates in a clerical office setting and routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
• Noise - Noise is low to moderate, as is typical of an office environment.

Job Type: Full-time

Pay: $40,000.00 - $50,000.00 per year

Schedule:

• 8 hour shift
• Monday to Friday
• No weekends

Work Location: In person

Salary : $40,000 - $50,000