Office Manager

Company Overview Georgia Rehabilitation Institute (GRI) is a nonprofit organization dedicated to advancing independence and opportunity for individuals with physical disabilities throughout the Augusta region. Through strategic funding, community partnerships, and innovative initiatives, GRI supports programs that improve access to housing, transportation, employment, medical rehabilitation research, recreation, and the arts. Guided by a vision of a fully inclusive community, GRI works to remove barriers and create meaningful opportunities that empower individuals to live with greater independence, dignity, and quality of life. Overview Under the direction of the Executive Director, the Office Manager provides support for Executive Administration and Independent Living Horizon(s), as well as being responsible for the functions of employee record maintenance, state and federal reporting requirements, employee relations, workers compensation, and other administrative support. Qualifications Three (3) years of experience in the performance of progressively responsible administrative assistant experience. Two to four-year degree preferred. Experience in Human Resources including: recruitment, benefit administration, workers compensation, orientation and training, reporting, compliance, annual reviews, grievance and disciplinary processing, and employee relations. Requires excellent level of interpersonal skills to communicate effectively with all levels of staff, management, and Board of Directors. Ability to learn and utilize Real Page accounting software. Proficiency with Excel, Outlook, Word, PowerPoint, desktop publishing, time and attendance, payroll, and database systems. Two (2) years of accounts payable or payroll experience. College courses or certificates in accounting or bookkeeping. Requires analytical ability to accomplish all responsibilities relevant to the account and office functions Strong interpersonal and customer service skills. Requires ability to use calculator and work proficiently on computers and associated software. Duties & Responsibilities Acts as receptionist; accepts, screens, and route telephone calls; sorts, screens, and distributes incoming and outgoing mail; drafts or prepares responses to routine inquiries; inventories, orders, stocks, and distributes office supplies. Arranges meetings, appointments, conference calls, and schedules interview for Executive Director. Provides coordination for GRI Board and any sub committees. Meetings: schedules facilities, equipment, food & refreshments. Prepares and distributes materials for meetings and takes minutes of meeting proceedings. Maintains files for Board Meetings and other Board of Directors documentation. Maintains and files contracts and agreements for organization. Coordinates requests for personnel, screens candidates, coordinate intitial applications and routes to appropriate manager for consideration. Coordinates interview schedules with candidates and manager. Corresponds with candidate regarding employment outcome. Performs pre-employment screening on all new hires: reference checks, background checks, license/certification verification, and schedule pre-employment physicals. Create file for all new employees. Produce name badges for employees. Coordinates any computer changes needed for new employees, terminated employees, issues with programs, etc. with IT company. Coordinates annual open enrollment, liaising with insurance broker to facilitate plan implementation and employee enrollment. Administers employee benefits, completing changes to employee benefits as needed or requested by employees. Sends out advance notices of performance appraisals to supervisors a minimum of 60 days prior to date the appraisal is due. Schedules and coordinates staff completion of annual trainings as required by the organization and insurance recommendations. Updates employee files with changes, updates data in HR database, completes payroll changes, and forward to Controller. Received employee injury reports initiating Workers Compensation proceedings. Files and track injury reports and communicates with WC claims administrator and injured employees to arrange appointments, follow ups, referrals, and return to duty. Responsible for the detailed maintenance of the accounts payable processing cycle in Real modules and associated ledgers and journals. Responsible for the preparation of the accounts payable function. This will include ensuring that purchases have been approved in accordance with established policies, invoice coding, proper accounting classification, accounting disbursement and procuring, and correspondence with vendors ongoing. Ensures the AP cycle is closed by the 15 day from month-end or the specified extended date. Assists with managing days in AP to be between 40-45 days. INputs new vendors as needed. Reviews, codes, and processes all weekly cash disbursements, and maintain regular balances and controls. Under the director of the Controller, processes check batches and disburses checks. Performs other duties as assigned. Essential Functions Americans With Disabilities Act Notice: External and internal applicants and incumbents who become disabled must be able to perform the essential job specific functions for their specific position with or without the assistance of a reasonable accommodation to be determined by the organization on a case by case basis. Environmental Conditions: Inside, protection for weather conditions but not necessarily temperature changes. Physical Demands: Normally seated with freedom of movement, must be able to exert up to 25 pounds of force occasionally and/or a negligible amount of force frequently to lift, carry, push, or pull, or otherwise move objects, including the human body. Sedentary work involves sitting most of the time, but may involve walking or standing for brief periods of time. Perceiving the nature of sounds with no less than 40db loss @Hz, 1000 Hz, and 2000hz with or without correction. Ability to received detailed information through oral communication and to make fine discriminations in sound. Visual acuity required adequate for reading, preparing and analyzing data, transcription, and characters on computer terminal; visual inspection of documents. Must be able to read, write and speak in English. Aptitudes: Must communicate complex ideas and information in an organized, clear, and concise manner, verbally and in writing. Must have the ability to learn new theories and techniques and integrate them with existing bodies of knowledge and experiences. Must be able to handle intermittent stress due to periodic cyclical workload pressures, make independent judgments in absence of supervision, deal with people beyond giving and receiving instructions, handle a variety of office equipment including the personal computer, copier, fax, and other related equipment, deal with all levels of employees effectively and maintain confidentiality. Temperaments: Able to perform under stress when confronted with emergency, critical, or unusual situations. Capable of dealing with periodic cyclical workload pressures and levels of responsibility, required to make independent judgments without supervision. Able to make generalizations, evaluations, or decisions based on sensory or judgmental criteria. Performs a variety of duties; often changing from one task to another of a different nature without loss of efficiency or composure. Perform job duties beyond giving and receiving instructions. Working Conditions: Must be able to concentrate on work amidst distractions such as noise, conversations and foot traffic; must be able to consistently meet deadlines regardless of case load; must be flexible in work hours in order to meeting organization operating needs. Job requirements may include long or irregular work hours.. Staff may be called up on to solve emergency problems. Staff and board meetings, organization events and professional association and education activities all may demand extra time and travel. INFORMATION ACCESS You may have access to designated folders as directed by your supervisor or manager. MS Office Suite: User Access Outlook: User Access Payroll software: Administrator Access Real Page: User Access In the course of employment, information will be available beyond the scope of what is needed to carry out your duties. As applicable, you should only access personal information when: Require by routine duties Assigned for clerical and administrative functions and directed by Executive Director Access is limited to the minimum information necessary to perform the duties outlined in the job description. Access exceeding these parameters is subject to disciplinary action and civil sanctions. Pay: $19.00 - $23.55 per hour Benefits: 401(k) 401(k) matching Dental insurance Health insurance Paid time off Retirement plan Vision insurance Work Location: In person #J-18808-Ljbffr