Position: Office Manager
Supervisor: Executive Director
Employment Status: Regular, Full-time and Non-Exempt
Elders in Action is a 501 (c) 3 nonprofit dedicated to ensuring the quality of life for older adults never depends on their age. Founded in 1968 as the Portland Multnomah Commission on Aging and incorporated in 1997 as a private nonprofit, our mission is to ensure a vibrant community through the active involvement of older adults. We are a staff of eight and are powered by the experience and talent of over 140 agency volunteers.
Elders in Action serves the aging population 60+ throughout the Portland Metro area by offering personal support, educational programs, advocacy and volunteer engagement. Our vision is to create a community that promotes opportunities for all older adults to be active and engaged to the extent they are possible and to contribute in meaningful ways to the health and vitality of our community.
The Office Manager is responsible for ensuring the smooth operation of the office and administrative functions, as well as providing administrative support to the Executive Director. To work effectively in this role, the individual must maintain a high level of confidentiality, be organized, and have the ability to work on several requests simultaneously without losing focus.
- Entering annual budget into Quickbooks, tracking expenditures, analyzing variances, and carrying out necessary corrections that may arise.
- Using Quickbooks software, and processing Account Payables/Receivables in coordination with agency contract accountant
- Managing logistics of staff recruitment and providing orientation and training to new employees.
- Allocating tasks and assignments of office volunteers and monitoring their performance.
- Maintaining and developing policies and procedures and making recommendations for employee manual development.
- Collecting and reviewing timesheets; submitting payroll; and, ensuring accuracy.
- Developing standards and promoting activities that enhance operational procedures.
- Managing ED schedules, calendars, and appointments.
- Assisting with Board communications and meeting logistics
- Maintaining and managing communications systems: incoming and outgoing mail, web site, online program fees and licenses
- Remaining up-to-date on technical and professional knowledge by attending educational workshops, joining professional associations and building networks with fellow professionals; and reviewing of industry publications.
- Providing program support to program staff and Deputy Director to ensure quality of service to agency clients and volunteers.
- Assisting with planning and execution of agency events, including coordination of community tabling, volunteer and age friendly events.
- Responsible for creating PowerPoint slides, tables and spreadsheets.
Office and Information Management
- Ensuring office efficiency is maintained by carrying out planning and execution of office systems, including data management, in collaboration with managers and program staff.
- Developing and implementing office policies by setting up procedures and standards to guide the operation of the office; ensure that results are measured against standards, while making necessary changes along the way.
- Managing office services by ensuring office operations and procedures are organized; correspondence is controlled; filing systems are designed; supply requisitions are reviewed and approved; and that clerical functions are properly carried out.
- Establishing an historical reference for the office by outlining procedures for protection, retention, record disposal, retrieval, and staff transfers.
- Serving as IT support and manage contractor relations to ensure operational functions.
- Maintaining common and storage spaces including managing office supply inventory.
Qualifications & Attributes
- Bachelor’s degree and three or more year’s office management experience.Strong administrative skills, with proficiency working with Quickbooks and PC applications, such asMS Word processing program, data management, spreadsheet, and desktop publishing applications.
- Experience with non-profit organizational systems preferred.
- Proactive, helpful, and able to create team spirit among office staff.
- Sincere commitment to keeping sensitive information confidential.
- Plan and execute diverse tasks at the same time without supervision.
- Possess exceptional interpersonal skills, in addition to being able to communicate well both orally and in writing.
- Commitment to Elders in Action mission.
Salary commensurate with experience.