Office Manager
Literacy Volunteers Ontario-Yates Literacy Volunteers Ontario-Yates Canandaigua, NY Canandaigua, NY Part-time Part-time $17 - $20 an hour $17 - $20 an hour Position Summary Under the general direction of the Executive Director, the Office Manager is responsible for ensuring the office runs smoothly through the use of consistent and efficient processes.
This includes meeting operational requirements for programs and services, as well as business functions on a continuous and ongoing basis.
Key activities include providing administrative support to other staff, performing bookkeeping tasks, actively participating in program activities, and coordinating technical support as needed.
Essential Functions:
General Administration Answers phone, checks phone and email messages throughout the day.
Replies as appropriate.
Maintains and manages schedule for all class and meeting space at the organization.
Follows procedures to maintain inventory control.
Oversees maintenance and service requirements of all LVOY equipment.
Ensures all purchases and contracts are approved by the Executive Director.
Maintains all administrative files for the agency related to contracts, compliance and operations.
Provides on- and off-site support for special events, including preparing written materials for the events and recording and maintaining records of all gifts.
Oversees office volunteers and Workforce employees.
Acts as Vendor Manager, coordinating all approved office purchases and maintaining relationships and contracts with all vendors.
Obtains committee reports from Board members and assembles packet for board meetings to include agenda, financial and committee reports.
Sends out to board members before each board meeting.
Provides support in the implementation of new software releases, and the maintenance of LVOY's social media profile (Facebook, Instagram and YouTube).
Flexibility to work occasionally outside regular working hours to attend events or important meetings.
Accounting Maintains and inputs all incoming revenue; prepares and makes bank deposits at least twice weekly as needed.
Reconciles all bank, credit card, and investment accounts monthly.
Under the oversight of the Treasurer/Executive Director, validates all statements and bills, and inputs and ensures correct coding of all accounts payable transactions using QuickBooks.
Obtains from the Executive Director approval for payments Prepares checks for signature, handles mailing and filing of backup paperwork.
Collaborates with the Treasurer in researching line item detail for budgeting and reporting purposes, as well as determining efficiencies and increasing opportunities.
Runs monthly financial reports for Executive Director and Treasurer review.
Coordinates annual tax and information filings with the Board treasurer and agency accountant.
Maintains payroll reports.
Works with payroll vendor to ensure LVOY is compliant with labor postings and other HR-related communications.
Fund Development Is accountable for the receipt and accounting of all donations for the agency.
Public Relations & Community Relations Provides support to the Executive Director and other staff in the preparation and distribution of materials to the media, for LVOY social media, and in preparing print and online materials for agency events and program promotion.
Program In collaboration with program staff, performs data entry and data management for NYSED database ASISTS.
Assists with program support including tutor in-services (prepares attendance lists, etc.
), learner testing, and general customer service by interacting with volunteers and program participants.
Partners with program staff in preparing written materials for distribution and mailings before an event.
Provides both fiscal and program information to staff to fulfill reporting requirements and follow-up for funders (public and private).
Other Requirements Consistently demonstrates high standards of integrity by supporting Literacy Volunteers of Ontario-Yates' mission and values.
Maintains high regard for stakeholder privacy in accordance with the agency privacy policies and procedures.
Regular and reliable attendance is required.
Other duties as assigned Education & Experience Associate degree in business administration or accounting, or related field; or an equivalent combination of education and experience with a minimum of two years office manager experience.
Good working knowledge of computers:
experience with GoogleDrive, Word, Excel, and QuickBooks.
Knowledge, Skills & Abilities General understanding of basic accounting principles.
Strong communication and customer service skills.
Must have the ability to deal effectively with a wide range of businesses and professionals, both in and outside of the organization and handle confidential information with discretion.
Must be able to work independently, manage multiple projects, organize data collection and prioritize projects to meet deadlines.
Ability to understand, interpret and prepare written materials and analytical reports A willingness to learn; willingness to initiate activity.
Strong organizational skills and the ability to manage multiple tasks; detail oriented.
Good judgment and sensitivity in working with volunteers and educationally disadvantaged adults.
Must demonstrate culturally appropriate responsiveness.
Job Type:
Part-time Pay:
$17.
00 - $20.
00 per hour Expected hours:
20 per week
Benefits:
Dental insurance Paid time off Vision insurance Schedule:
Day shift Ability to Relocate:
Canandaigua, NY:
Relocate before starting work (Required) Work Location:
In person.
Estimated Salary: $20 to $28 per hour based on qualifications.
This includes meeting operational requirements for programs and services, as well as business functions on a continuous and ongoing basis.
Key activities include providing administrative support to other staff, performing bookkeeping tasks, actively participating in program activities, and coordinating technical support as needed.
Essential Functions:
General Administration Answers phone, checks phone and email messages throughout the day.
Replies as appropriate.
Maintains and manages schedule for all class and meeting space at the organization.
Follows procedures to maintain inventory control.
Oversees maintenance and service requirements of all LVOY equipment.
Ensures all purchases and contracts are approved by the Executive Director.
Maintains all administrative files for the agency related to contracts, compliance and operations.
Provides on- and off-site support for special events, including preparing written materials for the events and recording and maintaining records of all gifts.
Oversees office volunteers and Workforce employees.
Acts as Vendor Manager, coordinating all approved office purchases and maintaining relationships and contracts with all vendors.
Obtains committee reports from Board members and assembles packet for board meetings to include agenda, financial and committee reports.
Sends out to board members before each board meeting.
Provides support in the implementation of new software releases, and the maintenance of LVOY's social media profile (Facebook, Instagram and YouTube).
Flexibility to work occasionally outside regular working hours to attend events or important meetings.
Accounting Maintains and inputs all incoming revenue; prepares and makes bank deposits at least twice weekly as needed.
Reconciles all bank, credit card, and investment accounts monthly.
Under the oversight of the Treasurer/Executive Director, validates all statements and bills, and inputs and ensures correct coding of all accounts payable transactions using QuickBooks.
Obtains from the Executive Director approval for payments Prepares checks for signature, handles mailing and filing of backup paperwork.
Collaborates with the Treasurer in researching line item detail for budgeting and reporting purposes, as well as determining efficiencies and increasing opportunities.
Runs monthly financial reports for Executive Director and Treasurer review.
Coordinates annual tax and information filings with the Board treasurer and agency accountant.
Maintains payroll reports.
Works with payroll vendor to ensure LVOY is compliant with labor postings and other HR-related communications.
Fund Development Is accountable for the receipt and accounting of all donations for the agency.
Public Relations & Community Relations Provides support to the Executive Director and other staff in the preparation and distribution of materials to the media, for LVOY social media, and in preparing print and online materials for agency events and program promotion.
Program In collaboration with program staff, performs data entry and data management for NYSED database ASISTS.
Assists with program support including tutor in-services (prepares attendance lists, etc.
), learner testing, and general customer service by interacting with volunteers and program participants.
Partners with program staff in preparing written materials for distribution and mailings before an event.
Provides both fiscal and program information to staff to fulfill reporting requirements and follow-up for funders (public and private).
Other Requirements Consistently demonstrates high standards of integrity by supporting Literacy Volunteers of Ontario-Yates' mission and values.
Maintains high regard for stakeholder privacy in accordance with the agency privacy policies and procedures.
Regular and reliable attendance is required.
Other duties as assigned Education & Experience Associate degree in business administration or accounting, or related field; or an equivalent combination of education and experience with a minimum of two years office manager experience.
Good working knowledge of computers:
experience with GoogleDrive, Word, Excel, and QuickBooks.
Knowledge, Skills & Abilities General understanding of basic accounting principles.
Strong communication and customer service skills.
Must have the ability to deal effectively with a wide range of businesses and professionals, both in and outside of the organization and handle confidential information with discretion.
Must be able to work independently, manage multiple projects, organize data collection and prioritize projects to meet deadlines.
Ability to understand, interpret and prepare written materials and analytical reports A willingness to learn; willingness to initiate activity.
Strong organizational skills and the ability to manage multiple tasks; detail oriented.
Good judgment and sensitivity in working with volunteers and educationally disadvantaged adults.
Must demonstrate culturally appropriate responsiveness.
Job Type:
Part-time Pay:
$17.
00 - $20.
00 per hour Expected hours:
20 per week
Benefits:
Dental insurance Paid time off Vision insurance Schedule:
Day shift Ability to Relocate:
Canandaigua, NY:
Relocate before starting work (Required) Work Location:
In person.
Estimated Salary: $20 to $28 per hour based on qualifications.
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