Office Manager

I. Title: Office Manager

II. Reports To: Chief Executive Officer and Chief Operating Officer

III. Purpose: To provide administrative support to the Chief Executive Officer (CEO) and Chief Operating Officer (COO). Coordinate and manage general office administrative functions including acting as the support team liaison.

IV. Classification: Exempt

PERFORMANCE RESPONSIBILITES

1. Administrative Support to CEO and COO

1. Provide general administrative support to CEO and COO (including, but not limited to, typing, proof/editing, copying, emailing, sending mail, returning phone calls, etc.).

1. Coordinate work of Personnel Committee, Executive Committee, Governing Body, and ad hoc Committees. Prepare agendas, reserve meeting space, prepare meeting materials, create minute templates, type, proof, and/or edit minutes, and maintain files.

1. Coordinate work of other ICASA related groups/committees staffed by CEO and COO. Prepare agendas, reserve meeting space, prepare meeting materials, type, proof, and/or edit minutes, and maintain files.

1. Provide support to COO and Grants Director regarding grievances.

1. Work with COO to prepare narrative and statistical reports for funders as needed including monthly, quarterly, and annual report. Lead staff to prepare the VOCA PMT report.

1. Work with COO and Chief Financial Officer to prepare and submit grant applications.

1. Complete annual renewal process for ICASA’s SAM entity registration at SAM.gov.

1. With COO, maintain ICASA’s Policy and Procedures Manual.

1. With CEO, prepare and send thank you letters for donations made to ICASA or other acknowledgement as appropriate.

1. Personnel Administrative Support

1. Preparations and follow up for hiring of new employees (i.e., advertising position, arranging, and preparing for interviews, testing, background check, prepare orientation materials, etc.).

1. Maintain personnel files and assist with preparation of evaluation materials and process.

1. General Office Administrative Functions

1. Ensure maintenance of information at the receptionist desk to enable Office Assistant/Receptionist and others on duty to respond to general requests for information and assistance. This includes, but is not limited to, centers lists, phone numbers, speed dials, phone instructions, etc. Update and distribute all information to staff as changes are received.

1. Maintain information in reference folder on H: drive for easy retrieval of reference material for staff (i.e., technical assistance forms, staff contact information, ICASA calendar).

1. Maintain center e-mail distribution list in Outlook (i.e., Governing Body and Governing Body Delegate list) and ensure maintenance of other distribution lists in Outlook.

1. Prepare and distribute fiscal year ICASA calendar including updating and redistributing as needed.

1. Maintain master forms for staff and coalition business.

1. Reconcile bank statements.

1. Create and maintain files (digital or paper as appropriate) for CEO, COO, and other items for which this position supports or is responsible (i.e., correspondence, minutes, grants and funding, strategic planning).

1. Answer telephone, answer caller questions, if able, and direct calls to appropriate staff, as needed.

1. Office and Equipment Maintenace

1. Arrange for building maintenance services, as needed.

1. Oversee maintenance of all office equipment including ordering equipment (i.e., computer equipment/software, etc.) and furnishings for the office, as needed.

1. Oversee all computer operations of office including new equipment set up. Serve as primary contact person with computer consultant.

1. Provide and/or arrange computer software, services, and other office equipment training for staff, as needed.

1. Support Staff Liaison

1. Provide oversight of cross-training among support staff.

1. Meet with support staff on a weekly basis to review workload, assess needs for assistance, and shift tasks, if needed.

1. Assess need for additional support staff in office and discuss requests and recommendations with CEO.

1. Other

1. Perform other duties as may be necessary or assigned by the CEO or COO.

1. Adhere to the philosophy and policies of the Illinois Coalition Against Sexual Assault.

BENEFITS:

Insurance

Includes medical, dental, disability and life insurance. ICASA does not pay for medical insurance for an employee's dependent(s).

ICASA administers supplemental insurance plans for its employees (AFLAC). Participation in the plans is voluntary. One plan includes accident, hospital confinement and cancer coverage. Payments to this plan are pre-tax premiums. Another plan includes life insurance coverage. Payments to this plan are after-tax premiums.

Retirement Plan

SEPP – ICASA provides a retirement plan for its employees. The vesting time for an ICASA employee to earn the benefit of the retirement plan is eighteen months. The employee will become eligible at a given date within the calendar year and benefits will be contributed for that entire year. ICASA’s payment into the employee’s retirement plan is based on the employee’s annual salary.

403(b) – ICASA offers to administer a 403(b) retirement plan for its employees. ICASA will withhold pay from the employees’ paycheck as determined by the employee and send such pay to the designated investor.

Health Related Leave

Health Related Leave is accrued at a rate of 8 hours per month and may accrue up to 45 days of leave time.

Vacation

Full time employees will accrue vacation days as follows:

0-2nd anniversary 15 days

2nd – 5th anniversary 20 days

5th – 10th anniversary 25 days

10th anniversary and beyond 30 days

Earned vacation will be credited to employees on a monthly basis.

Holidays/Optional Holidays/Personal Leave

ICASA provides employees with 15 standard holidays. In addition, you will receive two optional holidays and three personal days per calendar year.