Office Manager

Job Description

Job Description

Office Manager

Reports to: Executive Director
Status: Full-Time, Exempt
Salary: $55,000-$68,000 annually

Position Summary

The Office Manager is a key member of a leadership team and is responsible for ensuring the organization’s administrative and operational systems function effectively, efficiently, and in compliance with applicable requirements.

This position provides leadership and oversight for office administration, operations, regulatory compliance, billing and reimbursement, quality improvement, and internal procedures. The Manager works closely with the Executive Director and senior leadership to strengthen organizational infrastructure, improve service delivery, manage risk, fundraise, and ensure that staff have the systems and resources necessary to serve children and families successfully.

Primary Responsibilities

Organizational and Administrative Operations

• Oversee the organization’s day-to-day administrative and operational functions.
• Coordinate office operations, purchasing, records management, technology, vendors, and administrative resources.
• Support organizational planning, budgeting, contract administration, and strategic initiatives.

Administration and Licensing

• Ensure ongoing compliance with Montana childcare licensing regulations, health and safety standards, background-check requirements, training requirements, and required documentation.
• Maintain complete and accurate childcare licensing, enrollment, attendance, staffing, inspection, and compliance records.
• Manage administrative requirements associated with Early Head Start and Best Beginnings scholarships and other childcare reimbursement programs.

Compliance, Risk Management, and Quality Improvement

• Monitor organizational compliance with contracts, licensing requirements, funding agreements, confidentiality requirements, and internal policies.
• Maintain organized compliance calendars, documentation systems, and reporting deadlines.
• Review documentation for completeness, accuracy, timeliness, and compliance.
• Assist with audits, monitoring visits, contract reviews, insurance requirements, and regulatory inquiries.
• Identify organizational risks and work with leadership to implement appropriate safeguards and corrective actions.

Billing, Reimbursement, and Financial Administration

• Coordinate billing and reimbursement processes for childcare and other eligible services.
• Ensure that supporting documentation is complete, accurate, and submitted within required timelines.
• Track accounts receivable, denied claims, missing documentation, payment discrepancies, and outstanding reimbursements.
• Work with accounting staff, program leaders, contractors, families, and funding agencies to resolve billing issues.
• Process accounts payable and accounts receivable, ensuring accuracy and timely payments and collections.
• Help develop new reimbursement systems and sustainable revenue opportunities.
• Provide operational and financial data to support budgeting, forecasting, grant management, and organizational decision-making.

Fundraising

• Assist with fundraising activities, including donor outreach, sponsorship requests, and preparation of fundraising materials.
• Support the planning and coordination of fundraising events, campaigns, and community engagement activities.
• Maintain accurate donor records, track contributions and pledges, and prepare acknowledgement letters and fundraising reports.

Leadership and Staff Support

• Coordinate staff onboarding, required documentation, training records, and administrative orientation.
• Promote respectful communication, collaboration, confidentiality, professionalism, and mission-centered service.
• Provide guidance to employees regarding administrative procedures, childcare requirements, documentation, and compliance responsibilities.
• Serve as a dependable leadership resource when the Executive Director is unavailable.

Family and Community Support

• Ensure that administrative systems remain responsive and accessible to the children and families served by Family Tree.
• Communicate professionally and compassionately with families, recognizing that many participants are navigating stressful or complex circumstances.
• Represent Family Tree professionally with funders, regulatory agencies, vendors, community partners, and other stakeholders.
• Support special events, community outreach, resource fairs, and organizational activities as needed.

Qualifications

• Bachelor’s degree in business administration, nonprofit management, early childhood education, human services, public administration, or a related field required.
• Significant experience in organizational operations, administration, compliance, billing, program management, or a related area.
• Experience working in a licensed childcare, nonprofit, social-service, healthcare, or human-services environment strongly preferred.
• Knowledge of childcare licensing, enrollment, reimbursement, documentation, and health and safety requirements preferred.
• Demonstrated ability to manage multiple operational areas, deadlines, regulatory requirements, and confidential information.
• Strong leadership, organizational, communication, problem-solving, and decision-making skills.
• Ability to develop systems, improve processes, supervise employees, and work collaboratively across programs.
• Commitment to Family Tree Nurturing Center’s mission and to serving children and families with competence, compassion, dignity, and respect.