Job Overview
We are seeking an energetic and detail-oriented Office Manager specializing in Accounting and Administrative Support to lead our office operations with enthusiasm and precision.
Title: Office Manager
Reports to: Executive Director
Location: Windsor, CO
COMPENSATION
Hiring Range $27-29 per hour | (based on education, experience, and tenure with the organization)
This is a Full-time exempt position with a comprehensive benefits package included. PHA offers flexibility in scheduling and the opportunity to work from home one day per week.
How to apply:
Send your resume along with a cover letter detailing your administrative expertise and experience with non-profit accounting to sstoker@ poudreheritage.org with the subject line: Office Manager Candidate First and Last Name: Example: Office Manager Candidate Blair Hickory
The Poudre Heritage Alliance (PHA) is the managing entity for the Cache la Poudre River National Heritage Area (Cache NHA), with its administrative offices located in Windsor, CO. The Heritage Area includes 45 miles of the river corridor, from the Roosevelt National Forest to the confluence of the Poudre with the South Platte River. PHA serves a population of over 600,000 people in Larimer and Weld Counties through its programs that PROMOTE history and culture, ENGAGE the public in the river corridor, and INSPIRE learning, preservation, and stewardship.
GENERAL STATEMENT OF DUTIES: The Office Manager ensures smooth running of our company’s operations and finances. The Office Manager position requires excellent time management skills, process orientation, attention to detail and accuracy. The office manager will undertake administrative duties ensuring the Executive Director and other staff has adequate support to work efficiently.
The tasks of the office manager include bookkeeping, payroll, benefits administration, purchasing, vendor management, and other clerical office duties required in a small business. The ideal candidate will be competent in prioritizing tasks, self-motivated and demonstrate strong personal integrity. Occasional evening and weekend activities may be necessary. This is a full-time, salaried position offering a full benefits package.
SUPERVISORY RESPONSIBILITIES: Works under the general supervision of the Executive Director. May be assigned staff, volunteers, or interns to supervise at the discretion of the Executive Director but generally does not have supervisory responsibilities.
DUTIES AND RESPONSIBILITIES: The following duties and responsibilities are illustrative of the primary functions of this position and are not intended to be all-inclusive. This position may complete other duties as assigned. The Office Manager will develop a standard operating procedure manual for all duties and responsibilities.
Activities include but may not be limited to:
Bookkeeping/Accounting
· Maintain record of all financial transactions for the organization including revenue, expenditures, reimbursements, donations, payroll, credit card expenditures, receipts, etc.
· Reconcile cash receipts, accounts receivable, monthly bank statements, reviews balance sheet activities
· Prepares deposits and ensures payments are posted to appropriate ledger accounts
· Submit timely billing, invoices, and preparation of grant reimbursement forms
· Assist with various annual reports, including but not limited to monthly financial statements, board reports, audits, tax filings, data reports, etc.
· Collaborate with Executive Director and staff to prepare annual budget and actively maintain program budget to actuals
· Manage and receives W-9’s though the year for year end 1099
Payroll
· Ensure timely and accurate processing of payroll transactions including salaries, benefits, garnishments, taxes, and other deductions
· Ensure timely and accurate processing of payroll updates such as new hires, terminations, and updates to wages and benefits
· Ensure compliance with federal, state, and local payroll, wage, and hour laws and best practices
· Facilitate audits by providing records and documentation to auditors
· Identify and recommend updates to payroll processing software, systems, procedures, and policies
Benefits Administration
· Ensure accuracy of all benefits enrollments to provide vendors with accurate eligibility information
· Assist with new-hire orientations
· Assist employees with benefits claims and plan changes
· Assist with open enrollment process
· Process and administer leave of absence request and disability paperwork
· Respond to and process 401k inquiries, enrollments, and contribution distributions
General Office Operations
· Provide mail and communication support- answering incoming phone calls, checking voicemails, receiving mail, supporting bulk mailing
· Coordinate vendor management and update organizational status as needed (IT, SOS, etc.)
· Assist with new hire onboarding
· Responsible for CRM database data entry, account clean up, and report/list generation
· Perform digital mail mergers to personalize mass communications, letters, and labels from database lists
· Coordinate printing production for events, programs, and meeting materials
· Format and print high-quality name tags, badges, and rosters for company events
· Monitor office and program supply levels and proactively re-order when inventory is low
· Configure and update online stores with inventory, taxes, and discount tracking as needed
· Maintains vendors accounts and non-profit/tax exempt designations with various agencies and subsequent payments when sales tax is required (city, state, federal, etc.)
· Maintain electronic and paper files and records on cloud storage device
· Support events and attend community events as needed
QUALIFICATIONS & EXPERIENCE
Minimum:
· Associates Degree
· 4+ years office experience
· 2+ years experience in bookkeeping and financial reporting (QuickBooks Online)
· Working knowledge of Microsoft Office suite (Word, Excel, PowerPoint)
· Attention to detail and accuracy
Preferred:
· Bachelor’s Degree in Accounting
· Nonprofit accounting experience
· Experience with Federal grant accounting and management
· Experience using CRM software
· Office 365
SKILLS AND ABILITIES:
· Self-Motivated
· Teamwork
· Flexibility & Adaptability
· Prioritizing
· Planning and organization
· Communication skills – written and verbal
· Problem assessment and problem solving
· Computer Skills, Social Media skills
TOOLS AND EQUIPMENT USED
Computers, Quickbooks, Microsoft Office Suite, Adobe Acrobat, donor management software, copy machine, telephone, various other office equipment and automobile.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to stand, walk, sit, push, pull, reach, use manual dexterity, drive, talk, hear, and perform repetitive motions. Periodically, the employee will be regularly required to lift 10-25 pounds. The employee is occasionally required to lift more than 25 pounds, stoop, kneel, crouch, and crawl.
Specific vision abilities required by this job include normal vision to perform routine observation, reading and writing; moderate vision to operate equipment such as calculators and computers; close vision for reading detailed charts or computer printouts, operating vehicles or equipment requiring depth perception.
COMPENSATION
Hiring Range $27-29 per hour | (based on education, experience, and tenure with the organization)
This is a Full-time exempt position with a comprehensive benefits package included. PHA offers flexibility in scheduling and the opportunity to work from home one day per week.
How to apply:
Send your resume along with a cover letter detailing your administrative expertise and experience with non-profit accounting to sstoker@ poudreheritage.org with the subject line: Office Manager Candidate First and Last Name: Example: Office Manager Candidate Blair Hickory
Poudre Heritage Alliance is an equal opportunity employer and actively recruits, selects, and promotes qualified employees and volunteers, broadly representative of the community served and administers its personnel practices without discrimination. PHA prohibits harassment of one employee by another employee or supervisor. Discrimination on the basis of age, veteran status, sex, sexual orientation, race, color or ethnicity, nationality, disability, genetic information or religion, is prohibited in accordance with the Office of Civil Rights.
Pay: $27.00 - $29.00 per hour
Benefits:
- 401(k) matching
- Dental insurance
- Employee assistance program
- Flexible schedule
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
