Office Manager

Job Description

Job Description

About This Role

The Office Manager is responsible for the efficient and effective operation of the Harambee Center. This position is thefirst point of contact at the Harambee facility. This position requires a pleasant personality in person and over the phone and to be able to deal with emergency situations in a timely manner.

RECEPTION DUTIES:

• Answers telephone, routes calls to proper staff members, take accurate messages and responds to inquiries for information in a courteous and professional manner
• Greet parents, children, staff, visitors, vendors, and volunteers in a welcoming, friendly manner. Create and sustain a warm, friendly and cordial environment for everyone entering the facility.

STUDENT ATTENDANCE, PROGRAM DOCUMENTATION & REPORTING

• Accurately document student attendance for child care and school age program
• Document attendance and files for partnerships
• Maintain files for report and audit purposes
• Prepare and submit attendance requirements to Wisconsin Shares
• Respond to inquiries related to attendance
• Monitor enrollment forms to ensure that most up to date information is on file
• Maintain the Student information System (SIS) for state reporting

PROGRAM OPERATIONS

• Review requests for office and building supplies; obtain approval and complete purchases in a timely manner
• Coordinate with building engineer to complete building and equipment repairs
• Schedule routine maintenance and repairs for the school buses
• Maintain record of purchases
• Work collaboratively with building engineer to ensure proper and high level of building maintenance. This includes but is not limited to checking for cleanliness of building (classrooms, etc.)
• Responds to staff requests for maintenance supplies and classroom repairs
• Maintain inventory in supply room and keep room in a clean and orderly manner
• Ensure front line communications maintain professional and efficient (verbal and visual)

EMPLOYEE PRE-EMPLOYMENT SCREENING

• Support the Director of Administration in the arranging of new hires to obtain medical exam, TB testing and drug screen.
• Support the Director of Administration in conducting background checks for staff and volunteers

BANK DEPOSITS & ACCOUNT PAYABLE/RECEIVABLE

• Secure and record incoming checks and cash for deposit
• Prepare deposits and verify amount, payee and use of funds
• Prepare invoices and receipts for families and other payees
• Manage the accounts receivable email inbox

PROCESS INCOMING MAIL

• Open and distribute mail accordingly
• Handle all sensitive information in a confidential manner

CENTER OPENING AND CLOSING

• Supports with opening and closing facility as scheduled

ADMINISTRATIVE DUTIES

• Provide administrative assistance to administrative staff
• Prepare correspondence - letters, reports, etc. for Malaika organization
• Prepare copies for teachers and respond to their requests for materials, supplies, etc.
• Monitor office supplies and equipment to ensure efficient and effective operations on a daily basis
• Perform other duties as assigned

• 5+ years of experience in relatable role
• High school diploma required; Associate’s degree preferred
• Professional and pleasant attitude and appearance
• Proficiency with Microsoft and hands on experience with office equipment
• Multitasking and time management skills w/ ability to prioritize tasks
• Solid written and verbal communication skills
• Excellent organizational skills
• Proficient in math and basic accounting procedures
• Knowledge of Quickbooks Accounting software

• Health Insurance
• Dental Insurance
• Vision Insurance
• Life Insurance
• Paid Leave
• Retirement Plan
• Child Care Discount
• Professional Development