Office Manager, Sustainable Business Network of Greater Philadelphia

Posted by on April 11, 2011

Office Manager
Position Posting: Office Manager
Reports to: Executive Director
Location: Philadelphia, PA
Term: Part-time, Permanent
Deadline to Apply: Friday, April 22, 2011 at 5:00PM

Overview:
The Sustainable Business Network of Greater Philadelphia seeks someone to fill the role of Office Manager.  The mission of the Sustainable Business Network of Greater Philadelphia is to build a just, green and thriving economy in the Greater Philadelphia region.  We accomplish this by educating and growing a broad base of local, independent businesses and educating policy makers and the public. SBN is a small, but dynamic and rapidly growing/developing organization, so everyone on the staff must pitch in as needed.   This is a new part-time position that will require 20 – 30 hours per week.

Responsibilities:
Activities would include, but at not limited to:
Management of Accounts Receivable:
•    Receive, log and deposit incoming funds;
•    Manage monthly contract invoicing and reporting;
•    Process checks, credit card payments, and check and credit requests according to SBN’s Financial Procedures Guidelines;
•    Work with bookkeeper to create and send out all invoices;
•    Process monthly credit card payments & bank transfers;
•    Make monthly receivable calls and e-mails a priority;
•    Review collection rates at least quarterly; if trends look negative meet with the Executive Director. to discuss system adjustments;
•    Work with the bookkeeper to ensure financial procedures are being used and are functioning properly.

Office Management
•    Manage office move in June 2011;
•    Open, sort and distribute incoming mail, including checks and invoices;
•    Manage budget for administrative expenses, including office supplies and equipment;
•    Work with Executive Director and Bookkeeper to prepare and review monthly financial reports, including Profit and Loss Statement, Balance Sheet and Cash Flow;
•    Monitor and maintain office supplies inventory;
•    File and retrieve organizational documents, records, and reports;

IT Management:
•    Work with the IT Consultant to trouble-shoot technology issues as they arise;
•    Manage the IT Consultant’s work on periodic installation of new equipment/updates to current equipment

Human Resources Administration
•    Manage general office orientation and paperwork for new hires
•    Manage workspace set-up for new hires
•    Maintain employee files
•    Coordinate hiring process

Other
•    Special projects as assigned.

Desired skills and qualifications for this position include:
•    Highly organized;
•    Demonstrated commitment to SBN’s values and mission;
•    Experience with government contract invoicing and reporting;
•    Demonstrated strong financial and operational management skills;
•    Self-motivated;
•    Able to work independently and balance multiple tasks;
•    Demonstrated knowledge of MS Office Suite;
•    Demonstrated proficiency in QuickBooks;
•    Business degree or relevant work experience.

SBN is an equal opportunity employer. Salary range is $15 – 20/hour plus benefits. To apply, please submit cover letter explaining why you are interested in working at SBN, resume, and three references via e-mail to Katie Bennett at [email protected] with subject line “Office Manager.”   Applications that do not follow submission instructions will not be considered.  Phone calls about this position are strongly discouraged.