Office Manager

Overall Headline:

I make sure everything runs smoothly at L’Arche Portland, developing and maintaining systems in support of the Executive Director and organization.

L’Arche Portland (LLI) is a nonprofit organization and community where people with and without intellectual disabilities share life as part of the worldwide L’Arche movement. We are committed to creating inclusive communities of faith and friendship, and to transforming society through relationships that cross social boundaries.

Reports to: Executive Director, also known as the Community Leader (ED / CL)

Areas of Responsibility:

Administration/Operations: Ensure the organization has what it needs to run efficiently.

• Support the financial administrative needs of the organization, especially those related to agency reimbursements such as billing, banking, deposits, and reimbursements
• Support grant applications and reporting on progress
• Support audits and reporting on requirements
• Oversee property management and coordinate the ongoing maintenance of homes and facilities
• Manage benefits and insurance for employees
• Maintain vehicle upkeep
• Communicate and schedule with vendors
• Attend and actively participate in Finance Committee and staff meetings
• Execute monthly payroll, schedule tax payments, and track pay rates, status changes, and paid time off
• Troubleshoot and support the technology needs of the organization (fax, computers)
• In collaboration with the team, communicate with and thank donors, considering ways for Core Members (people with I/DD living in the community) to support the work
• Spot opportunities to better track and maintain information

Support of Executive Director: Support the ED / CL to ensure prioritization and completion of projects and tasks.

• Develop, maintain, and refine project management systems and agency files
• Manage and screen calls
• Draft and edit correspondence on behalf of the ED / CL
• Schedule and coordinate meetings and appointments on behalf of the ED / CL, maintaining effective use of the ED / CL’s time
• Prepare reports and documents, as needed, to ensure the ED / CL is prepared for meetings and events, including board meetings

Events and special projects: Own and help other events and projects as needed.

• Support and attend community-related events and happenings in the homes
• Provide support to fundraisers and appeals

The Approach:

• Manages a high volume of work with efficiency: Has, or can create, a system for keeping tasks from slipping through the cracks. Able to juggle competing demands and prioritize without sacrificing quality. Plans backwards to make deadlines.
• Entrepreneurial and resourceful: Consistently overcomes challenges and leverages resources to creatively solve problems. Proposes solutions to issues without much guidance (but isn’t afraid to ask questions). Proactively asks for help, anticipates problems, and course-corrects where needed.
• Attention to detail: Notices and fixes errors that others might overlook. Acknowledges mistakes and turns them into learning opportunities. Has a track record of leaving things better than they found them.
• Strong sense of ownership and resilience: Plans ahead and finds alternative paths, when needed, to get to the finish line. Bounces back from setbacks and rejections. Holds a high bar even when things are hectic.
• Champion for adults with disabilities: Has a desire to work with, to learn from and relate to people with intellectual disabilities.
• Flexible and can adapt to shifting priorities.

Requirements:

• Full or part time position available, depending on experience and qualifications of candidate. Compensation $40,000 to $55,000 DOE and weekly hours (30-40 hours per week).
• Computer skills: The candidate must have a working knowledge of Google suite and an ability to use computer and technology to communicate, plan, budget, and organize events. Examples include: Slack, Homebase, Pay Northwest, QuickBooks, and Bloomerang or another donor platform.
• 2-4 years of experience in project or office management.
• High school diploma or GED
• Remote work possible with minimum two-days of in-person work per week required.
• Ability to pass criminal record check