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Office Manager

Finance | Charlotte, NC | Full Time

Job Description

JOB/POSITION TITLE: Office Manager 

Reports to: CFO

Classification: Full-time, Exempt 

 

JOB SUMMARY:

The Office Manager is an important member of the Make-A-Wish Central and Western North Carolina’s administrative and finance team.  The Office Manager supports the Foundation’s administrative efforts by organizing and coordinating office operations and procedures.  Reporting to the Chief Financial Officer, the Office Manager performs the following administrative functions:

 

MAJOR RESPONSIBILITIES

Accounting Support

  • Manage Accounts Payable on a weekly basis on the accrual method of accounting. 
  • Review and Post all cash, pledge, in-kind and adjustment batches from Raiser’s Edge to Financial Edge
  • Prepare monthly reconciliation between Raiser’s Edge and Financial Edge revenue
  • Facilitate collection and timely entry of all in-kind donations into Raiser’s Edge
  • Perform monthly analysis of expense accounts in Financial Edge
  • Facilitate distribution, collection of receipts, and entry of the staff credit card statements
  • Assist in identifying and resolving data entry errors in RE and enter adjustments as needed
  • Responsible for multiple month end reconciliations and closing journal entries
  • File all payables, journal entries, and deposit batches; verify documentation is complete for audits
  • Assist as a secondary point person for the annual financial audit and scheduled compliance audits
  • Complete semiannual refundable sales tax returns
  • Assist with the annual budget process
  • Ensure inventory of toys and other donated items is properly recorded, adjusted, and counted
  • Process daily deposit remotely or deliver to bank
  • Ensure satellite office(s) provide timely and complete documentation of deposits
  • Assist staff in understanding and adhering to all National Standards and Chapter controls
  • Assist the CFO with other financial analysis and accounting tasks as needed

Administrative Support

  • Greet visitors and assist them as needed
  • Setup extensions, assist staff with issues, and share best practices on phone system usage
  • Share in phone answering responsibilities
  • Ensure after-hours message is updated for holidays and other changes
  • Maintain relationships with vendors and facilitate maintenance and repairs for facility, copy machine, postage meter, computers, printers, network, and telephone system
  • Track inventory and order all office supplies cleaning supplies, and kitchen supplies. Seek cost-effective vendors for purchase of all supplies
  • Transcribe Board and Committee meeting minutes
  • Assist in the development and implementation of new procedures and practices
  • Produce procedure manuals, process documentation, and training for staff and others as needed
  • Research and identify opportunities to improve and expand business practices and resources
  • Ensure common areas appear neat and professional at all times
  • Human Resource Support 
  • Assist with greeting new hire and provide initial new hire orientation
  • Prepare new employee’s office space
  • Assist CFO in set up of phone, computer, access to systems, and other onboarding tasks
  • Give tour of office if not given by supervisor
  • Enter approved days off into summary spreadsheet and maintain staff files
  • Instruct staff in standards of use for phones, computers, forms, etc

Development Support

  • Generate timely and accurate acknowledgement letters for donors
  • Assist staff with database reports and queries
  • Setup importomatic templates to expedite staff entry and updates in Raiser’s Edge
  • Confirm matching gifts and generate pledges in Raiser’s Edge
  • Facilitate batching for bulk gifts processed through event platforms and national portals
  • Work with Stewardship Coordinator and Database Contractor to ensure that all constituents and gifts are recorded accurately, completely, timely, and efficiently in Raiser’s Edge
  • Complete applications for State Employee Charitable Campaign and North Carolina Charitable Solicitation License
  • Assist at Make-A-Wish Foundation signature events as requested

Mission Delivery Support

  • Enter all wish in-kinds into Raiser’s Edge, ensuring proper coding of project revenue and expenses
  • Work with wish coordinators to ensure all costs and in-kinds are accurate for each completed wish
  • Order, adjust, and close wish family declining balance cards
  • Troubleshoot declining balance cards with wish families
  • Assist Mission Delivery Department with additional tasks as needed

Preferred Skills & Abilities:

  • Excellent written and verbal communication skills
  • Ability to work with minimal supervision, ability to manage multiple priorities, and work in a deadline driven environment
  • Proficient with computer applications – a thorough understanding of Microsoft Office Suite, word processing (Microsoft Word), mail merge, spreadsheets (Microsoft Excel) and the ability to learn and master other computer technology/software programs as needed. Good command of Internet usage
  • Experience with entering invoices and managing accounts payable
  • Working knowledge of a relational database, Blackbaud’s Raiser’s Edge preferred
  • Highly professional demeanor, able to work successfully with a wide variety of constituents including donors, board members, volunteers, and professional consultants
  • High levels of integrity, trustworthiness, flexibility, compassion, and humor are necessary to address the practicalities of a growing nonprofit, along with the creativity and persistence required to elicit new thinking and change
  • Excellent organizational and time-management skills. Solid verbal, written and interpersonal communications skills
  • Willingness to work occasional evening and weekend hours as needed

Preferred Education & Experience:

  • Associate degree required; Bachelor’s degree preferred
  • Minimum 3 - 5 years administrative experience required

To apply, please visit our website.   No phone calls.  

Job post will expire December 31, 2017.