Office Manager

Position Type:

Full-time, Salary

Monday through Friday, 8am-4pm

Purpose:  

The Office Manager ensures seamless organizational operations by providing comprehensive administrative support to YWCA and staff. Responsibilities include effectively managing payroll processing and reconciliation, accounts payable workflows, facilities administration, and executing human resources administration tasks to support the overall organizational efficiency.

Expectations of every YWCA Staff Member: 

• Uphold and promote the YWCA Mission. 
• Maintain compliance with state standards.
• Adhere to established policies and procedures.
• Contribute to fund development efforts for support of all programs and the overall Association. 
• Provide support to other departments and staff.

Essential Duties:

Payroll Management:

• Review employee time cards, and liaise with supervisors to ensure accuracy.
• Process payroll bi-weekly for all employees, including both hourly and salaried staff.
• Communicate with payroll company regarding any issues or questions related to payroll.
• Collaborate with Director of Operations, as needed, to ensure payroll accuracy.
• Assist with payroll reconciliation and post journal entries to accounting system.

Accounts Payable

• Process employee expense reports and pay with bi-weekly payroll.
• Ensure checks and cash received are processed and deposited in a timely manner.
• Oversee revenue posting to accounting system.
• Oversee the preparation of monthly journal entries and account reconciliations.
• Research and resolve accounting discrepancies, as needed.

Facilities Administration

• Assist with sourcing, and scheduling external service contractors and vendors for specialized work. Maintain an accurate contracts list with ongoing maintenance needs (i.e. annual inspections, scheduled walk-throughs, etc.) and coordinate services with in house facilities staff.
• Review vendor contracts for quality of work product, budget compliance, annual renewals, etc. 
• Assist with creation and maintenance of facilities and office supplies inventory, organizational depreciation plan, document retention/shredding logs, and provide suggestions for cost-savings related to facilities management.

Recruitment

• Post and remove all internal and external job postings.
• In coordination with hiring managers, recruit, screen, and facilitate the hiring of qualified job applicants for open positions. 
• Maintain active job descriptions for all positions in the organization.

Onboarding & Training Development

• Lead and process new hire onboarding in the HR system, including, job offer documents, I-9 documentation, E-verify, reference checks, background checks, drug screening, etc.
• Coordinate with hiring managers on all new hire onboarding materials, such as, technology set up, scheduling start dates, and any other pertinent information.
• Conduct new hire and intern orientation for all incoming employees and interns. 
• Coordinate with the Leadership Team to monitor compliance with organization-wide and program-specific employee training requirements.
• Review, track, and document compliance with required training and continuing education.
• Oversee and maintain the employee professional development request process.

Record Keeping & Compliance

• Ensure employee compliance with YWCA HR policies and procedures.
• Maintain current knowledge of state and federal labor, employment laws, EEOC guidance, requirements from referral and funding sources, and ensure organizational compliance with applicable laws, regulations and requirements.
• Monitor, maintain, and enhance the Human Resources Information System (HRIS) to maximize utilization and streamline Human Resources functions. 
• Maintain accurate and complete employee records in HRIS, such as hiring, terminations, leaves of absences, disciplines, annual evaluations, and changes in positions and pay. 
• Maintain high levels of confidentiality regarding employee records and information.
• Other duties as assigned to meet the organization’s goals.

Education:

• Minimum of Bachelor’s Degree in Human Resources, Business, Accounting or other related field. 
• SHRM-CP or accounting certification  is a plus.

Knowledge and Experience:

• 1-3 years of experience in Human Resources, finance and/or accounting  preferred.
• Comfortable using and leveraging technology to efficiently meet organizational needs, as evidenced by:
  • Experience with Microsoft Office and Google Workspace, with a strong working knowledge of Excel/Google Sheets 
  • 1-3 years of experience with HRIS and electronic file management systems. Experience using Paylocity preferred.
  • Experience with Abila MIP Fund accounting software is a plus.
  • Experience processing and analyzing data. 
• Strong customer service skills and ability to collaborate with diverse teams.
• Excellent oral and written communication skills. 
• Capable of independent judgment and exercising discretion in handling sensitive and confidential matters. 
• Capable of prioritizing and handling  multiple projects with overlapping deadlines.
• Ability to keep accurate records and files.
• Strong time management skills; ability to take initiative to solve problems and work with minimal supervision. 
• Must comply with organization’s policy of automobile insurance; must have a valid driver’s license and personal automobile insurance coverage. 
• Professional work attitude/manner and appropriate work attire.

Physical/Mental Essential Requirements:

• Walking, standing, bending, stooping, reaching, moderate lifting and carrying (up to 30 pounds).  
• Full range of body motion including manual and finger dexterity and eye-hand coordination. 
• Requires corrected vision and hearing to normal range.  
• Ability to sit at a computer work station for extended periods of time.  
• Occasional need to stand for long periods of time.  
• Ability to focus on detail and accuracy of work product.  
• Work is performed primarily in a non-smoking office environment, though travel may expose employee to inclement weather conditions. 
• Occasional high stress may be experienced in dealing with clients, staff and volunteers.

The statements within this job description are intended to describe the general nature and level of work being performed by employees assigned to this position.  They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel in this position.