Office Manager Position Description

Effective May 1, 2017

Please mail applications to:

 United Way/Office Manager Candidate

 305 East High Street,

Mount Vernon, Ohio 43050.

Applications will be accepted until May 19, 2017 at 4:00 P.M.


Job Title:                            Office Manager

Position Reports To:       Executive Director

Status:                                Non-Exempt

Summary:  The Office Manager is responsible organizing and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency. The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks and will be able to work independently with little or no supervision. This person must be exceedingly well organized, flexible and enjoy the administrative challenges of a busy office environment.          

Essential Functions:

  • Supervises and coordinates overall administrative activities for the Office
  • Provides arrangements for office meetings 
  • Maintains payroll, calculates Personal Time Off, organize office coverage
  • Handle confidential donor information
  • Ensure maintenance of campaign donor databases, working along with Resource Development Coordinator
  • Perform daily, monthly and quarterly accounting tasks
  • Maintain accurate and timely records in QuickBooks
  • Process monthly accounts payable, accounts receivable and initiates billings
  • Prepare monthly and annual financial reports
  • Tag and track office equipment/asset inventory and depreciation schedule
  • Supervises the maintenance of office building and grounds, working along side the United Way Board Building Team. Supervise maintenance of equipment, including copier and fax machine.
  • Oversee annual audit and United Way compliance reporting
  • Assist in preparation of the annual budget
  • Develop strategies, methods, and forms to ensure continued office efficiency
  • Attend Board of Director meetings; prepare meeting minutes and correspond with the Board
  • Manage supply ordering and inventory
  • Work alongside the Resource Development Coordinator when working on Donation Tracker and Donor Relationships.
  • Perform other duties as assigned

Competency Requirements:

  • Ability to initiate and handle multiple projects and activities, and follow up on projects
  • Ability to function independently within established guidelines requiring minimum supervision
  • Ability to prioritize and manage time and tasks in order to meet strict deadlines in a fast-paced environment
  • Must be quick, a self-starter, and have the ability to look ahead and take charge of a situation
  • Proficient in Microsoft Office Suite, specifically Word, Excel and PowerPoint
  • Strong and effective written and verbal communication and public speaking skills
  • Ability to work effectively with people with diverse educational and cultural backgrounds
  • A team player
  • Present a professional appearance
  • Provide excellent customer service to key volunteers and outside contacts while maintaining a professional demeanor at all times
  • Practical knowledge of professional administrative and standard office procedures
  • Strong organizational skills and attention to detail
  • Able to learn and use new software and systems as required
  • Possess a strong, quality administrative support skillset
  • A strong sense of and respect for confidentiality involving both clients and fellow employees
  • Embracement of United Way’s Core Values and Code of Ethics

Education and Experience Requirements:

  • Two to three years of progressively responsible administrative/secretarial work experience with emphasis on business or related field
  • Significant experience with Excel for mail merge and report preparation
  • QuickBooks accounting software experience
  • An associate or bachelor degree a plus

Work Conditions:

  • 37.5 hours per week average, may involve evenings or weekends based on needs of the organization
  • Flexibility is required as needs may change

Physical Factors:

  • Ability to legally operate a motor vehicle
  • Must provide own transportation
  • Ability to lift and move event supplies as needed (tables, tents, storage totes, etc.)