Office Manager

4 weeks ago


Mount Vernon, United States TRAVIS MILLS FOUNDATION Full time
Job DescriptionJob DescriptionThis is a regular full-time in-office position.  Starting at $23.00 per hour, based on experience.

Position Summary:


The Office Manager is responsible for accurately accounting for all donations, providing excellent customer service to our donors, and able to multi-task to ensure all office daily goals are achieved. Exercises independent judgment, effective communication skills, and reliability as a valued team member within a growing non-profit foundation.

Essential Duties and Responsibilities:
 
  • Conducts all aspects of financial accounting using QuickBooks Online.
  • Processes all donations through remote banking and ACH donations with financial documentation.
  • Works with Fundraising/Development Team to accurately get information into Salesforce and Sponsorships/Pledges entered using QuickBooks Online.
  • Responsible for daily incoming mail and outgoing mail, including package shipping for store orders, staff materials, programming materials, and occasional mass mailings.
  • Oversees and/or responds to all general correspondence inquiries, emails, calls, and communications in a timely manner.
  • Prepares weekly Accounts Payable check runs.
  • Responsible for eTreasury platform to ensure the security of Foundation’s funds.
  • Accurately enters expenditures into QBO in a timely fashion, typically within 3-5 days, for accurate financial tracking while applying correct internal account numbers for budget purposes.
  • Maintains, organizes, and saves financial documentation for audit purposes.
  • Monitors TMF’s credit cards daily for pending charges, payments, and fraud prevention.
  • Verify and track all credits in QBO and apply them correctly to vendor invoices.
  • Reviews monthly Statement of Activity Report in preparation for monthly budget/financial reporting.
  • Assists with setting up tax-exempt status with vendors when needed.
  • Responsible for annual 1099 forms and mailing under the Finance Manager’s supervision.
  • Assists with any/all monthly, quarterly, and yearly financial closings.
  • Assists with the preparation and completion of the annual audit.
  • Responsible for office inventory, including maintaining/ordering/receiving supplies and various materials.
  • Oversees and ensures the office is clean, organized, and presents with a professional atmosphere.
  • Provide general support and information to all office visitors.
  • Performs other duties as assigned by the Finance and Administration Manager.


Minimum Qualifications and Other Requirements (Knowledge, Skills, and Abilities):
 
  • Extensive knowledge of QuickBooks Online, Microsoft Suite and other administrative programs.
  • High ethical standards, ability to maintain confidentiality and discretion.
  • Excellent written and verbal communication skills.
  • Ability to work independently and as a team player while handling multiple priorities.
  • Experience as an office manager preferred but not required.
  • Passionately committed to our mission: veterans and military families.
  • Non-Profit experience preferred but not required.
  • Fast, proficient, and accurate typist
  • Extensive knowledge of QuickBooks Online, Microsoft Suite and other administrative programs.
  • Excellent customer service skills.
  • Self-starter who works well independently when given a new project.
  • Ability to prioritize given tasks and work efficiently towards completing them.
  • Detail-oriented and exceptional organizational skills.
  • Professional demeanor.
  • Ability and willingness to work occasional weekend and evenings for TMF related events.

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