Office Manager - TRAVIS MILLS FOUNDATION
Mount Vernon, ME 04352
About the Job
This is a regular full-time in-office position. Starting at $23.00 per hour, based on experience.
Position Summary:
The Office Manager is responsible for accurately accounting for all donations, providing excellent customer service to our donors, and able to multi-task to ensure all office daily goals are achieved. Exercises independent judgment, effective communication skills, and reliability as a valued team member within a growing non-profit foundation.
Essential Duties and Responsibilities:
Minimum Qualifications and Other Requirements (Knowledge, Skills, and Abilities):
Position Summary:
The Office Manager is responsible for accurately accounting for all donations, providing excellent customer service to our donors, and able to multi-task to ensure all office daily goals are achieved. Exercises independent judgment, effective communication skills, and reliability as a valued team member within a growing non-profit foundation.
Essential Duties and Responsibilities:
- Conducts all aspects of financial accounting using QuickBooks Online.
- Processes all donations through remote banking and ACH donations with financial documentation.
- Works with Fundraising/Development Team to accurately get information into Salesforce and Sponsorships/Pledges entered using QuickBooks Online.
- Responsible for daily incoming mail and outgoing mail, including package shipping for store orders, staff materials, programming materials, and occasional mass mailings.
- Oversees and/or responds to all general correspondence inquiries, emails, calls, and communications in a timely manner.
- Prepares weekly Accounts Payable check runs.
- Responsible for eTreasury platform to ensure the security of Foundation’s funds.
- Accurately enters expenditures into QBO in a timely fashion, typically within 3-5 days, for accurate financial tracking while applying correct internal account numbers for budget purposes.
- Maintains, organizes, and saves financial documentation for audit purposes.
- Monitors TMF’s credit cards daily for pending charges, payments, and fraud prevention.
- Verify and track all credits in QBO and apply them correctly to vendor invoices.
- Reviews monthly Statement of Activity Report in preparation for monthly budget/financial reporting.
- Assists with setting up tax-exempt status with vendors when needed.
- Responsible for annual 1099 forms and mailing under the Finance Manager’s supervision.
- Assists with any/all monthly, quarterly, and yearly financial closings.
- Assists with the preparation and completion of the annual audit.
- Responsible for office inventory, including maintaining/ordering/receiving supplies and various materials.
- Oversees and ensures the office is clean, organized, and presents with a professional atmosphere.
- Provide general support and information to all office visitors.
- Performs other duties as assigned by the Finance and Administration Manager.
Minimum Qualifications and Other Requirements (Knowledge, Skills, and Abilities):
- Extensive knowledge of QuickBooks Online, Microsoft Suite and other administrative programs.
- High ethical standards, ability to maintain confidentiality and discretion.
- Excellent written and verbal communication skills.
- Ability to work independently and as a team player while handling multiple priorities.
- Experience as an office manager preferred but not required.
- Passionately committed to our mission: veterans and military families.
- Non-Profit experience preferred but not required.
- Fast, proficient, and accurate typist
- Excellent customer service skills.
- Self-starter who works well independently when given a new project.
- Ability to prioritize given tasks and work efficiently towards completing them.
- Detail-oriented and exceptional organizational skills.
- Professional demeanor.
- Ability and willingness to work occasional weekend and evenings for TMF related events.
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Source : TRAVIS MILLS FOUNDATION
