Office Manager

NOTE: This is a bilingual (Spanish/English) position. Accounting/bookkeeping experience required.

The Office Manager is responsible for the oversight of facilities, safety and security as well as the bookkeeping for the agency. This role provides management to one staff member, requires excellent communication skills as well as a strong eye to detail and efficient systems. The Office Manager plays a significant role in human resources processes. The Office Manager reports directly to the CEO.

Facilities

• Property Management (Buildings and Vehicles)
  • Oversee repairs and renovations of facilities and vehicles.
• Oversee maintenance of property including contracts for cleanliness, pest control, and lawn care.
• Maintain current paperwork for: compliance, licenses, certificate, permits, inspections, property and auto insurance, etc.
• Maintain contracts for services like telephones and copier/printers.
• Serve as primary supervisor to Operations Coordinator, who carries out daily repairs, maintenance, and grounds-keeping.
• Oversee and coordinate the process for facility reservations by staff or external partners.
• Maintain a steady inventory of necessary office supplies, like copy paper.

Safety and Security

• Maintain secure filing systems for confidential agency documents.
• Maintain a current log of key locations: to facilities and vehicles.
• Oversee contracts and functioning of security alarms, cameras, and all security devices.
• Maintain complete security of facilities including gates, doors, etc.
• Ensure AED and onsite medical devices are functional and ready to use in the event of an emergency.
• Provide accountability to staff team for the implementation of the Safety & Security plan by providing occasional trainings, etc.

Revenue & Accounting

• Work with the contracted accountant to ensure accuracy of the agency’s books and produce financial reports as needed.
• Implement timely, accurate, and efficient processes for accounts payable and accounts. receivable, check preparation, invoice creation, bill payment, and making deposits. Create a desk procedure manual for the systems mentioned above.
• Provide necessary documentation to ensure the annual audit and 990 are filed accurately and timely.
• Ensure revenue and expenses are tracked and coded accurately in Quickbooks and other necessary systems.
• Develop a monthly calendar of recurring payments, due dates, and payment streams.

Communication

• Manage the agency phone system and transfer calls, take messages as needed.
• Screen visitors for entry.
• Submit reports needed to the North Texas Conference of the United Methodist Church and United Women of Faith.
• At times of emergencies or extended closures, notify visitors with signage.
• Serve as a translator as needed in conversations.

Human Resources

• Coordinates the onboarding (and offboarding) process for employees with their direct supervisors, ensuring completion of the process.
• Maintain current and accurate records of all staff members, including certifications, driving records, background checks, etc.
• Work with the CEO to determine the best steps for employee benefits and maintain up to date policies.
• Ensure accuracy and prepare employee tax documents in a timely fashion.

Other

• Participate in Finance Department meetings with CEO, Board of Directors, and other staff when needed.
• Coordinate the meals for Board of Directors meetings, or other meetings, as requested by CEO.
• Participate in philanthropy, recruitment, and fundraising through note-writing and speaking engagements as needed.

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Skills Needed:

• High level of organization and time management
• Bilingual in Spanish and English
• Proficiency in Quickbooks
• Experience in bookkeeping
• Customer Service, respectful attitude
• Management experience
• Associate’s or Bachelor’s degree