We offer a chance to make a positive difference in our community and work with a great team!
We’re looking for an Office Manager to support our work as a team with a focus on our operations, finance, and volunteer management areas.
This is a multi-faceted position that includes bookkeeping, managing office systems, operations, IT, and management of the volunteer program for the organization. This person must be flexible, a team player with a people focused approach, technology savvy, and a great problem solver. This is a full time, exempt position reporting to the Executive Director.
The Office Manager/Bookkeeper oversees all office management functions including;
- Responsible for documenting and implementing office policies to guide the operation of the office.
- Maintain office equipment, IT systems, phones, postage meter, printers, and copiers.
- System administrator for Microsoft systems including email and SharePoint, Salesforce, and existing shared drive.
- Troubleshoot IT issues as they arise and manage relationships with service providers, software, and hardware vendors.
- Manage the Voice Mail System for the SNAP Hotline including listening to messages and logging calls into Salesforce.
- Manage the technical aspects of gathering data specific to the organization’s programs and outcomes, including validation/analysis of internally generated data and gathering of externally generated data in partnership with staff for grants, contracts, and other areas as needed.
- Implement and manage the Volunteer Program including recruitment, training, and
placement of volunteers and interns.
- Manage relationships with vendors, service providers and landlord, ensuring that all items are invoiced and paid on time.
- Monitor and maintain office supplies inventory.
- Archive and retain files according to the organizational retention policy.
- Greet visitors and create a welcoming office environment.
- Provide excellent customer service on the telephone and in person.
- Support special events such as the Race Against Hunger, annual Gala, and Appreciation event.
The Office Manager/Bookkeeper is responsible for bookkeeping functions including;
- Responsible for the organization’s day to day bookkeeping using QuickBooks Online. Post and allocate transactions by account and class for donations, grants, vendor invoices, and other disbursements.
- Process daily online donations as well as mailed donations in coordination with the Director of Development.
- Responsible for the organization’s banking functions: process deposits, monitor daily transactions, and monthly reconciliation.
- Responsible for ensuring timely payment of the vendor invoices for the Executive Director’s approval and signature or payment.
- Process the organization’s 401(k), FSA, and HRA programs.
- Work closely with the Controller to complete month-end close process and update work papers monthly for their review.
- Assist the Controller and Executive Director as needed to prepare financial reports for the Board of Directors and funders.
- Assist the Controller and Executive Director with the annual audit and budgeting process.
- Experience with office management responsibilities, systems and procedures.
- Experience with accounting, data, and administrative management practices and procedures.
- Ability to manage and troubleshoot issues with office technology.
- Strong team player with a people focused approach to office management.
- Proven expertise with Microsoft, Excel, QuickBooks, and Salesforce.
- Excellent time management skills, ability to multi-task, be flexible, and prioritize work.
- Attention to detail and problem solving skills.
- Excellent written and verbal communication skills.
- Strong organizational and planning skills.
- A demonstrated commitment to racial equity.
- Lived experience with food insecurity and/or financial insecurity a plus.
Compensation: The Coalition provides a salary of $52,000, health, vision, and dental insurance, a matching retirement account after six months, FSA, vacation, sick time, paid holidays, and personal days off.
The Coalition Against Hunger has been an anti-hunger leader in the Philadelphia region for over two decades, building a regional movement to end hunger. The Coalition works to ensure that everyone has the food they need to live healthy lives. We use a holistic approach by providing immediate relief through our support of food pantries and soup kitchens and connecting people with food in their neighborhood; short-term relief by helping thousands of people annually navigate the SNAP application process; and long-term systemic change through our extensive and impactful advocacy and education efforts
Apply for this job
Please submit your cover letter, resume, and three references by Monday, January 25. Mention you found this work on Generocity!