OFFICE MANAGER POSITION

Introduction:           
This position is responsible for working with the Executive Director and other staff, board and outside contractors to design, manage and oversee all administrative & financial related functions for the organization.

Duties & Responsibilities

ADMINISTRATIVE & OFFICE

General

• Provide Administrative Support to the Executive Director and other staff as needed
• Keep office supplies properly stocked
• Assist with basic office cleaning, maintenance and up-keep – including addressing office space issues for organizational expansion
• Develop & maintain proper filing system
• Manage Basic Human Resource Functions including
• Create maintain employee filing systems
• Provide office policy orientation to new employees
• Coordinate new hiring logistics
• Manage timely employee reviews
• Track & report employee vacation, sick days, personal days, and holiday accrual
• Assist Executive Director to ensure organizational & health insurance management for organization
• Maintain & update all business accounts including: electric, phone, computer, etc.
• Work w/ staff to ensure literature stocks are supplies
• Coordinate all communications with building management

Communications

• Receive incoming phone calls, take messages, and distribute to staff
• Assist with all walk-ins
• Oversee mail & postal functions including:
• Distribution of all incoming mail
• Preparation of bulk mailings
• Maintaining appropriate mail stocks
• Removal of Apeiron from junk mail lists
• Sort and respond to all general e-mails, as well as setting up & managing all email accounts for staff & interns
• Maintain updated address & content info on websites & mailing lists

Computer Systems

• Act as liaison between staff and outside consultants to maintain computer network
• Ensure current computer hardware & software needs are met, including appropriate licensing
• Run rudimentary computer maintenance tasks
• Work w/ staff to manage database including data-entry, address updating
• Assist with maintenance and updating of the Apeiron Web Sites

Program Support

• Assist as needed with program preparations – including set-up, ordering supplies, food, and assisting with clean up, etc.
• Register program participants

 
FINANCIAL

• Work with outside bookkeeper to ensure proper deposit & distribution of receipts and payment of invoices & check requests including:  

• Payroll preparation and proper filing of taxes
• Updating Quickbooks accounting software and Salesforce database

• Make bank deposits
• Manage in-kind donations
• Work with bookkeeper and accountant to prepare appropriate financial reports
• Write and edit thank you and cover letters for fundraising purposes
• Work with Executive Director and Program Directors to manage cash flow
• Prepare and send thank you letters to all donors
• Work with bookkeeper and accountant to manage budgets and monthly draw-downs of funds for AmeriCorps and other grants

     OTHER

• Manage and oversee vendor registration, set up and production for Sustainable Living Festival (SLF)
• Secure permits, services, and rental items needed for SLF
• Manage physical ticket sales for festival
• Oversee volunteers and interns as needed for SLF and other general volunteer opportunities
• Assist the staff and Board of Directors in any way deemed necessary for the proper growth and management of the Apeiron Institute for Sustainable Living
• Learn about and implement effective Sustainable Office Strategies

Supervision:                       
This position is supervised directly by the Executive Director

Performance Review:
The performance of each duty will be evaluated against the above requirements. The Executive Director, under consultation from the Administrative, Personnel, and Staffing Committee will complete a formal review on a yearly basis. The performance rating is an overall evaluation of performance in the judgment of the supervisor.  The annual review will be the basis for any merit pay increases granted by the Apeiron Board of Directors.

Qualifications:
While the following are not necessarily required for the candidate, these are some of the qualities and skills we are looking for:

• Bachelor’s degree preferred, or experience in office settings
• Excellent Organizational Skills
• Basic understanding of organizational science concepts a plus
• Excellent written and verbal skills including ability to effectively write, edit, and spell check documents
• Detail Oriented
• Knowledge of environmental and sustainability issues such as:
• Sustainable office strategies
• Ecological building
• Renewable energy
• Sustainable agriculture
• Holistic & prevention oriented healthcare
• Food
• Transit alternatives
• Low impact living
• Person must be professional, dependable, and work well independently
• Knowledge of Quickbooks, a plus
• Knowledge of Salesforce /Network for Good database, a plus
• Solid knowledge of computers strongly preferred, including basic knowledge of Microsoft Word & Excel & Outlook Express, and ability to run basic Virus Scan checks, disk defragmentation, and install software
• Basic Adobe Illustrator, In-Design, and Dreamweaver design skills a plus

Hours:
This is a full time position, Monday – Friday, with some evenings and weekends when needed.

Compensation:
$30-$34,000 annual salary plus health insurance (50% employer contribution), vacation, sick, and personal time.

How to Apply

Send one-page cover letter and resume to:
Maryellen@apeiron.org
E-mails only, please

E-mail subject line should read: Office Manager Job, Your Last Name

Closing Date
July 17, 2009

Questions???
Call and/or email Maryellen at (401) 228-7930