Office Manager

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Office Manager- Reports to the COO, develops organizational procedures and systems for office personnel, including filing, billing, accounts payable, payroll and scheduling.

General Responsibilities:

Office/Clerical

Oversees administrative assistants to ensure front desk telephone coverage and act as back-up person.

• Serves as point person for IT-related questions and oversee all office equipment updates and maintenance at all sites.
• Orders approved equipment, office supplies, and maintenance services while adhering to a strict budget.
• Maintains hardcopy and/or online office, technical and organizational records and files in a coherent and orderly way.
• Assists program managers and directors in completion of administrative tasks, such as mailings, notices, reports, special projects, etc.
• Assists in the development and implementation of office administrative systems and procedures, including flow of paperwork from one office to the other.

HumanResources

• Develops new employee packet covering topics such as office processes, benefits, etc., and conduct initial orientation to newly hired employees, ensuring all required new employee paperwork is complete.
• Fields employee requests regarding human resources-related issues, rules, and regulations.
• Implements all approved personnel policies and procedures; prepare and maintain personnel manual; oversee employee benefits administration.
• Processes payroll and correctly calculate any unpaid time for staff.
• Communicates with staff on personnel, travel reimbursement, and other related policies and updates/changes.

Accounting

• Assists in the processing of all bills and completing all grant, contract, and other required invoicing and/or reporting.
• Assist accounting contractor with yearly audits.
• Manage relationships with all vendors and service providers; assist in the timely processing and tracking of bill payments and other expenses.
• Ensure timely submission of month-end financial information.
• Ensure accurate monthly tracking and calculation of all Paid Time Off (PTO), travel reimbursement, and other related requirements.