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Office Manager

3 months ago

Chicago, United States PLAYTHINKS Full time
Job DescriptionJob DescriptionBenefits:
  • Paid Lunch Break
  • Opportunity for advancement
  • Training & development
  • Paid time off


Key responsibility is to support the COO and Director by providing administrative and financial services and managing the Office Assistant(s) and Custodian.

Financial Responsibilities
  • Oversee the day-to-day financial operations of the organization, including:
    • Tracking Accounts Receivable/Accounts Payable
    • Running Accurate Payroll; (currently ADP, ability to learn another system).
    • Bookkeeping and accounting; QuickBooks Online
    • Account reconciliation
    • Creating financial reports on an as needed basis.
  • Forecast budgets and cash flow, collaborate with department heads and collaborate on the evaluation of the financial capacity of realizing programmatic plans and objectives.
  • Provide grant support, assist in keeping track of donors, and running reports on them using our donor databases.
  • Manage purchasing for office related equipment and supplies.
  • Process and track invoices sent to clients and clients parents.

Systems and Process Management
  • Assist the COO in reviewing current systems and procedures, and in developing new ones as needed to maximize efficiency and user experience.
  • Support COO in handling the organizations legal proceedings, including but not limited to: insurance policies, business permits, Licenses, and registrations.
  • Support in reviewing contracts, documents, and other sensitive information.
  • Organize PlayThinks content on Google Drive.
  • Monitoring QuickBooks Timesheets and scheduling staff.
  • Maintain certificated and classified employee time reports and attendance records.
  • Independently respond to routine letters, emails, and general correspondence.

Camp, Academic, and Clinic Support
  • Maintain and update client and staff emergency information, i.e. emergency contacts, computer data and disaster preparedness.
  • Process and track invoices sent to clients and clients parents.
  • Maintain client records such as contact information, birthdays, allergies, and accommodation requirements.
  • Assist the PlayThinks Director in scheduling, advertising
  • Provide backup or find subs in the event that a staff member is absent.
  • Assist with the scheduling of employees to make sure we have coverage

Qualifications:
  • High school diploma or equivalent required
  • Excellent communication and interpersonal skills, with the ability to build rapport with clients and their families.
  • Ability to work independently and collaboratively as part of a multidisciplinary team.
  • Commitment to upholding ethical standards and maintaining client confidentiality.
  • Flexibility to adapt to changing priorities and business needs.
  • Ability to pass background checks and meet other employment requirements as necessary.

Preferred Qualifications:
  • Bachelor's degree in business or related field.
  • Previous experience working with the Jewish community and diverse age groups.
  • Experience using technology and software for project management and client tracking

About PLAY THINKS:


Whether you're passionate about education, creativity, or simply love working with children, there are many ways to get involved and make a meaningful impact. Join our team of dedicated clinicians and be a part of inspiring the next generation of learners through play-based education.
We are a non-profit organization focused on creating a vibrant space where neurodivergent and neurotypical learners engage in interactive play. Rooted in the Feuerstein approach to cognitive modifiability, we employ dynamic and creative strategies to foster growth and development. Our dedicated team of staff members, volunteers, and interns are vital to the success of every child that walks through our door.

The above description is not a comprehensive list, items may be added or removed as the COO and CEO see fit with collaboration with the Office manager.