Exchange Club Family Center seeks Office Manager 6/15/11

We are still in need of a good office manager.  If you know of anyone looking for this type of work, please have them contact me ASAP.  I have attached the job description.  This is a 30 hour a week job.  I need someone that is looking for something permanent not transitional.  Thanks!

Essential skills

Great Computer Skills

Critical Thinking Ability

Highly Organized

Great at Multi-Tasking

-- 

Dawn F. Eaton
Executive Director
Exchange Club Family Centerwww.familycentertn.org/
615-828-2803 (cell)

Exchange Club Family Center

Job Description:  Office Manager/Parent Educator

Hours:                                                  Part-time, 20 hours per week

Wage:                                                   $10-14/hour
Minimum Education:                            Bachelor’s Degree

Reporting Relationship:                       Executive Director

Exemption Status:                                Non-Exempt

Summary of Duties and Responsibilities

The Office Manager is responsible for coordinating and carrying out the administrative support functions of an Exchange Club Family Center (ECFC).  The ECFC is a Nashville nonprofit organization that promotes healthy, happy families by reducing the occurrence and effects of child abuse and neglect.  The Office Manager is specifically responsible for the following key result areas: Office Management, Bookkeeping, Human Resource Management, Information Technology and Insurance Management. 

Primary Duties and Responsibilities

1.     Expectations of all  ECFC Staff:

a.     Have a working knowledge of all ECFC programs

b.    Participate in staff meetings and activities

c.     Keep abreast of current events and trends in child welfare

d.    Follow all ECFC financial and cash control procedures

e.     Contribute to an inclusive work environment that enhances employees’ talents while supporting professional growth through collaboration and education

2. Office Management
1. Answer phones and greet clients who enter the building
2. Act as administrative liaison with clients, third parties, Center affiliates and the general public.
3. Manage inventory of office supplies and coordinate maintenance of office equipment.
4. Receive and dispense incoming mail; collect and send outgoing mail
5. Supervise work study students and volunteers who assist with administrative tasks
6. Assist with insurance bidding process:  health/general liability/etc.
7. Oversee the maintenance of all facilities and equipment contracts
8. Offer administrative support to Center special events, including Wednesday’s Child and serve on Wednesday’s Child Committee
9. Provide additional administrative support to Associate and Executive Directors as necessary

3. Bookkeeping
1. Make bank deposits according to Center financial procedures
2. Manage accounts receivable and payable including entering deposits and invoice information into the spreadsheet, filing and submitting payments and maintaining account and vendor records
3. Monthly reconciliations, including all credit cards and the petty cash account
4. Manage e-processing account including online payments and individual entries
5. Process credit cards for county office
6. Maintain vendor files for Center
7. Prepare financial information for annual fiscal audit

4.  Human Resource Management

1. Direct the upkeep of personnel policy manual
2. Ensure that staff are trained on and are appropriately following current personnel policies
3. Maintain employee job descriptions and organizational chart
4. Maintain the personnel database and all employee and contract worker personnel files
5. Manage Center recruiting, hiring, training, and termination practices
6. Ensure that job performance, supervision, and employee review procedures are consistently carried out by all Center managers
7. Direct the Center’s benefits program such as 401(k), life insurance, worker’s compensation, vacation and sick time, etc.
8. Manage the Center’s payroll process
9. Maintain knowledge of the development of competitive compensation packages
10. Assist with HR functions such as file setup, background checks, etc.

5. Information Technology
1. Manage Center database and computers
2. Serve as Center IT troubleshooter – Set up email accounts and field IT problems
3. Create and supervise the execution of plans to address technology needs
4. Serve as liaison with Center IT contractors and volunteers
5. Update Center website

6. Insurance Management
1. Direct the management of Center insurance policies
2. Serve as primary liaison with insurance carriers
3. Develop annual needs assessment of insurance coverage according to funding, contract, and best practice standards

Education, Prior Work Experience and Specialized Knowledge and skills

·            Bachelor’s Degree 

·            Proficient in PowerPoint, Excel and MS Word 

·            Strong written/verbal communication skills

·            Excellent customer service skills and capable of working with diverse personalities

·            Self starter, initiator, fast learner

·            Excellent organization and project management skills

·            Must be able to multi-task in a fast-paced environment

·            2 years of experience working in a professional office setting with strong references

·            Past experience in supporting more than 1 person

·            Past experience working or volunteering with a nonprofit organization