Reports To: Executive Director

Supervises: Clerical Assistant, Volunteers Job Summary:

The Office Manager will work as a Montgomery Area Community Wellness Coalition team member along with Executive Director and Program Coordinators, and is responsible for performing duties in support of the efficient operation of the office. The Office Manager will coordinate appointments, meetings, and events, complete communications requirements for Executive Director for Board of Directors and other entities, provide administrative support for programs and serve as first point of contact for the Executive Director’s office. The Office Manager has the following essential duties and responsibilities:

Overall office communications:

  • Greet visitors and route them to appropriate staff
  • Answer telephone and receive and relay messages to Executive Director and other staff
  • In Executive Director’s absence communicate effectively with federal office, state government, state associations and other official organizations
  • Keep track of need for correspondence, both interoffice memoranda and external communications; drafting general correspondence as instructed and initiates routine correspondence to board, committee, staff etc.
  • Manage the telephone and Internet services through work with ADPH help desk and other sources

Manage Executive Director office:

  • Schedule activities, set priorities, complete management team communication and preparation for meetings
  • Keep track of ongoing projects and provide follow-up to assure timely completion.
  • Maintain contract list and provide contract updates annually or as needed; obtain signatures and distribute contracts to contractors and file.

Administrative support for Executive Director and Program Staff:

  • Word processing, copying, and other secretarial duties.
  • Maintain files according to the approved file plan, including official files for all correspondence addressed to Montgomery Area Community Wellness Coalition, Executive Director, Administration or Management.

Coordinate functions of Board of Directors:

  • Assist with preparation of agenda for all board/committee meetings and other events and activities, including scheduling and setup of meeting location/facilities, organizing material/packets, completing travel arrangements; routine and special mailings, ordering food, and other related duties.
  • Attend Board meetings and take notes; draft minutes of Board meetings, and provide follow-up for Board action items.
  • Maintain official files on all board/committee activities

Assist with grant management:

  • Assist with preparation of grant applications including formatting drafts, securing documents, copying, on-line communications with funding entities, and distributing copies as instructed or required. Assist in obtaining signatures on letters of support, etc. if necessary. May travel locally to obtain signatures.
  • Maintain grant files and binders for grants awarded; assist with maintaining deadlines for grant reporting

Human resources functions:

  • Maintain employee handbook, personnel memoranda, and other human resources policies
  • Prepare and place advertisements for job openings as instructed by Executive Director
  • Prepare personnel documents such as appointment letters, release forms, and other items, and perform background checks and arrange drug testing to assist in hiring process
  • Maintain file of employee performance appraisal due dates and issue notices and forms to supervisors; follow up on completed forms and maintain employee files.
  • Maintain payroll in coordination with Financial Consultant, including payroll records, writing, obtaining signatures, and distributing checks.
  • Must be able to keep information confidential and handle information discreetly when applicable.

Property management:

  • Maintain office equipment: postage meter to include adequate postage, downloading postage and securing postage meter at all times.
  • Maintain copier to include monthly volume tracking counts by user code.
  • Manage office property including monitoring educational materials inventory, office supplies, and equipment

Financial coordination (in coordination with Financial Consultant):

  • Assist the Executive Director in verifying invoices for approval.
  • Assist the Executive Director and the Financial Consultant with the annual audit.
  • Prepare purchase orders and place orders for educational materials, office supplies and printing. Enter purchase orders in accounting system.
  • Enter bills in accounting system and prepare invoices as needed.
  • Assure financial documents are filed appropriately and accessible according to file plan.
  • Create financial reports electronically when needed/requested.
  • Assist in financial management/bookkeeping by filing and maintaining financial records and cover letters, and supporting material.
  • Make bank deposits as needed and post in accounting system.

Supervision:

  • Supervise part time Clerical Assistant
  • Manage volunteers as requested

Other duties as assigned by Executive Director

Qualifications:

Individual must have experience and knowledge in Microsoft Word, Excel, PowerPoint, and Accounting software. Must be skilled in verbal and written communication, well organized, computer literate and capable of managing multiple tasks; must be able to perform in a high stress environment. Must possess a valid driver’s license.

Education and Experience:

A high school diploma or equivalent is required. Completion of two (2) year college of business or business school in administration or secretarial course, five years experience in office management or similar capacity, or some combination thereof. Individual must have knowledge of executive level office management and prefer previous supervisory experience.

Compensation:

This is a full position. Reimbursement is contingent upon experience within the range approved by the Executive Committee.

Montgomery, AL 36108
Full-time
Salary: $35,000.00 to $42,000.00 /year