Office Manager - Operational Support

DUTIES AND RESPONSIBILITIES

This is a full time position, 40 hours per week. 2 days per week (to meet in office needs, deliveries, or work orders for maintenance, etc) for a minimum of 4 hours per day in the IMAGE Center office and working from home for the remainder of the work week.

Internal Office responsibility to include purchasing office supplies, managing maintenance requests, equipment purchasing and tracking, phone systems, copier, printing supplies, parking, information and document security, and mail distribution. Basic information technology support skills including loading and installing software, updates, password and user resets, and trouble-shooting. Completing annual insurance reports and obtaining updated certificates of liability insurance.

Bookkeeping and Accounting: Ensuring that all financial information is entered into Quickbooks accurately and in a timely manner, monthly accounts receivable invoicing in a variety of formats as required by governments and nonprofit accounting practices; tracking and collecting outstanding accounts receivable with appropriate agencies; entering and reconciling EFT deposit records, logging and making deposits with the bank, entering and reconciling expenses, processing payment requests, bills, and preparing the checks for the bi-weekly payables utilizing Bill.com; ensuring supporting documentation is present for credit card transactions using Bill.com Spend & Expense program; working with the financial consultant to maintain and reconcile the records. Requesting and maintaining all required paperwork from contractors before payments are made. Also ensuring that all documentation is prepared and available for audits and reviews. Ensuring all contractors provide W9 information.

Information Management and Filing Systems: maintaining required state and federal paperwork and reports, tracking and renewing state registrations including Charity Registrations, Sales Tax Exemption, and Trade Name Registrations. Archiving contracts and supporting documents both hard copy and electronically, and maintaining information in accordance with the Center’s Document Retention and Destruction Policy and all applicable federal and state laws and contractual obligations. It is also critical that documents are accessible to the extent possible.

Fundraising responsibilities: Ensuring all donations are processed and logged into Quickbooks and within the donor management system, Donor Perfect. Processing gift acknowledgements in a timely manner and statements pertaining to the deductibility of donations in accordance with State and IRS Regulations. Completing the annual Maryland Charity Campaign registration and promoting it with state employees, ensuring the annual charity registration is completed and filed, ensuring that required disclosure statements are included on every fundraising appeal, working with the fundraising consultant on various fundraising campaigns, annual event, and annual appeal, producing the appeals in both hard copy and electronic formats.

Reports: working with the Executive Director on contractually required state and federal reports such as the annual Federal 704 report for the Administration of Community Living (ACL), quarterly reports to the MD Department of Disabilities. Also the ability to compile and analyze reports from Quickbooks, Donor Perfect, Constant Contact, and CilSuite to help with decision-making and identify trends.

Communications: the IMAGE Center uses a variety of formats to disseminate information about the Center’s activities and campaigns including a Wordpress based website and blog, Constant Contact emails, YouTube, and other social media platforms. All communications pieces must be accessible including alt text descriptions of visual elements. Collaborating with the Communications team on communications schedules and publishing deadlines.

Human Resources: on-boarding and off-boarding staff including orientation, background checks, state and federal forms, benefits enrollment, and equipment assignment and return, assigning email and user ids and levels of access within the Center’s Information Management systems. Maintaining the personnel records to include job offers, resignations, pay raises, verifying employment, and employee evaluations. Using ADP, create new employee records, update those records as needed, and grant employee access to paystubs. Working with the financial consultant on bi-weekly payroll and annual filings.

Administrative Support: General administrative support for the program managers and Executive Director as needed. Coordinate, schedule, & attend Board of Director and Committee meetings, take minutes and notes, disseminate information to Board members.