Office Manager

Primary Responsibilities:

• Reports directly to Executive Director or their designee.
• Supports company operations by maintaining office systems and supervising staff.
• Maintains office services by organizing office operations and procedures, preparing payroll, controlling correspondence, designing filing systems, reviewing and approving supply requisitions and assigning and monitoring clerical functions.
• Provides historical reference by defining procedures for retention, protection, retrieval, transfer and disposal of records.
• Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.
• Designs and implements office policies by scheduling and assigning employees; following up on work results.
• Keeps management informed by reviewing and analyzing special reports; summarizing information; identifying trends.
• Maintains office staff by recruiting, selecting, orienting, and training employees.
• Maintains office staff job results as needed by coaching, counseling, and disciplining employees, and planning , monitoring, and appraising job results.
• Achieves financial objectives by preparing an annual budget, scheduling expenditures, analyzing variances, and initiating corrective actions.
• Contributes to team effort by accomplishing related results as needed.

Oversee office to maintain a clean, welcoming space for board members, volunteers, and staff:

• Answer phones, check messages, and sort office mail
• Serve as a dependable point of contact for institutional members
• Serve as support to Executive Director as HR staff to support part-time and full-time staff.
• Primary staff person assigned to work with Fiesta del Sol Committee and it's Co-Chairs
• Primary staff person to manage financial accounts of the organization

Follow-up with organization donors and members appropriately:

• Track donations and dues in order to thank each gift appropriately
• Work with Finance Committee and board treasurer to provide accurate financial reports
• Support the GMC financial management as needed
• Write weekly reports and send them to the Executive Director and appropriate staff
• Strong use of QuickBooks software.

Manage organizational data appropriately:

• Ensure sign-in sheet information entered into EveryAction database accurately and in timely manner (within one week of event) to track organization's members, base and growth (this could mean data entry or oversee volunteers for data entry).
• Update website with key dates (issue team meetings, fundraising events, etc. ) and send organizational emails as needed.
• Coordinate staff use EveryAction database and other online tools to support digital organizing, donations, event registration, and email updates.
• Ensure data is organized effectively (e.g. segment member list of groups geographically, by donor status, issue area, etc.)
• Plan successful events that come in on budget.
• Provide primary support for Fiesta del Sol Committee members.
• Provide logistic support for annual events, fundraising breakfast, annual dinner, public meetings, etc.
• Support director and organizers in executing site contracts and managing relationship with location staff.
• Ensure registration and payment process if any runs smoothly and assist with event registrations.
• Manage donor relationships.

Qualifications:

• Have a bachelor's degree or equivalent
• Strong use of QuickBooks, word software applications is a must.
• Accurate and detailed oriented
• Deadline oriented and problem solver
• Customer-service attitude
• Experience/comfort with online tools for communications/data