What are the responsibilities and job description for the Office Operations Manager position at United Way of Northeast Louisiana?
Position Title : Office Operations Manager
Reports To : Vice President of Community & Organizational Strategy
Organization : United Way of Northeast Louisiana Inc.
Purpose of Position :
The Office Operations Manager is responsible for organizing and coordinating office operations and procedures to ensure organizational effectiveness and efficiency.
Duties and Responsibilities :
Office Duties :
Answer phone calls and direct callers to the appropriate personnel or voicemail, ensuring all calls are addressed.
Welcome on-site visitors, determine the nature of their business, and notify appropriate personnel to ensure excellent customer service.
Oversee daily general office operations.
Finance :
Prepare daily bank deposits and process mail promptly.
Process campaign envelopes in Andar.
Process and mail donor receipts and statements.
Send quarterly email notifications to donors regarding their designated contributions and assist in vetting recipient agencies.
Provide support for periodic finance-related spreadsheets and other relevant documents.
Transfer and dispose of records according to retention schedules and policies.
Establish and implement office routines and filing systems.
Ensure filing systems are maintained and up to date.
Building Maintenance :
Serve as the internal point of contact for issues and relationships with vendors.
Collaborate with the Director of Finance and Administration to resolve issues.
Maintain and replenish inventory.
Ensure the protection and security of files and records.
Anticipate needed supplies and verify receipt of supplies.
Board Responsibilities :
Work closely with the President and VP of Strategy to develop and prepare monthly board correspondence.
Prepare all board correspondence for board meetings.
Maintain all executive committee lists (Board, Finance, etc.).
Executive Duties :
Provide administrative support to the President and VP of Strategy.
Maintain donor leadership binders.
Handle Resident Leadership donor processes.
Universal Responsibilities :
Exhibit the highest ethical and moral values.
Always represent United Way in a professional manner.
Comply with all United Way employee policies and procedures as adopted by the Board of Directors.
Maintain an organized work calendar.
Perform other duties as assigned.
Qualifications : Education :
High school graduate : some college preferred.
Courses in secretarial skills, computer skills, and office management are advantageous.
Experience :
2-5 years of advanced clerical experience, including the use of various office machines and computer software packages.
Former customer service or public relations experience preferred.
Skills :
Self-starter with excellent organizational, decision-making, and problem-solving abilities.
Ability to accurately assess client needs and prioritize tasks.
Strong team-working, multitasking, and stress management skills.
Proficient in Microsoft Office (Word, Excel, Outlook), and communication skills (written and oral).
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