Office Manager, Urban Tree Connection

Posted by Urban Tree Connection on September 10, 2018

Urban Tree Connection (UTC)’s mission is to work with residents in historically marginalized urban communities to revitalize their neighborhoods by transforming abandoned open spaces into safe and functional places that inspire and promote positive human interaction.

Job title: Office Manager
Status: Salaried, $28,000

Position Summary
UTC’s Office Manager aims to promote a healthy office/organizational culture by completing key administrative tasks; maintaining effective office and communication systems and processes that aid Staff in fulfilling their roles; and clarifying and upholding the organization’s policies in alignment with its mission and vision forward. The Office Manager organizes and manages of all general office functions, and coordinates administrative activities.

Duties and responsibilities
Office Management
 Manage all office and administrative duties and tasks in alignment with UTC’s mission, values and forward vision. Support and carry out the organizational strategy as articulated by organizational leadership.
 Support the Executive Director (ED) in establishing and developing an office culture and environment that is welcoming, inviting, transparent, and upholds confidentiality.
 Ensure UTC’s office is equipped with supplies, materials, and equipment that is necessary for Staff to perform their roles.
 Troubleshoot technology challenges (as appropriate); order IT services and office machinery maintenance as needed.
 Develop and maintain effective office filing systems and ensure that all organizational documents are filed electronically/hard copies on a regular basis for Staff to access as needed.
 Seek opportunities to streamline organizational tracking systems and processes.
 Facilitate communications among staff, between staff & ED (as appropriate, as requested), between ED & Board (as requested) and between UTC and outside contacts as appropriate.
 Regularly check office voicemail, and answer UTC’s office phone. Stay informed/updated on/participate in UTC’s programs/events to effectively field calls/emails; direct outside contacts to appropriate Staff. Ability to effectively articulate UTC’s mission, vision, values.
 Ensure that sensitive/confidential organizational information and resources in the office are secured through locked keys/drawers, and electronic password protection.

Administrative Duties
 Human Resource Functions: help prepare and review offer letters; conduct new hire paperwork and onboarding including setting up emails, timesheets, online accounts and completing clearances; maintain HR files; uphold and help clarify UTC’s policies; and uphold a strict level of confidentiality. Account for all Staff timesheets and complete payroll on time and with attention to detail. Upon leave of a Staff person ensure all accounts are closed and UTC items/property are returned. Perform and support other HR duties as requested by ED.
 Fiscal Functions: complete all accounts payables and receivables tasks with approval and support of ED; pay bills and cut checks on time; make weekly deposits of incoming revenue; and ensure that all items are properly coded and prepared for the Bookkeeper and Accountant in a timely fashion. Uphold and improve upon UTC’s fiscal policies. Support organizational budgeting processes, and fiscal audits, and other fiscal tasks as requested by the ED.
 Data Collection & Maintenance: support ED in training Staff and interns on organizational databases, data collection forms, and filing systems; ensure that donor database is regularly updated and thank you letters to all donors are completed in a timely fashion. Complete data entry as necessary; and support the ED in developing organizational reports.
 Schedule and organize staff or organizational meetings/events as requested by ED.
 Supervise, train, and inspire administrative support staff, interns and volunteers – providing clear roles and tasks, and regular feedback of their performance and development.
 Attend UTC staff and individual meetings, participate in fundraising and organizational events, and participate in professional development opportunities.
 Perform other administrative duties as requested.

Qualifications
 Education: Must have obtained a high school diploma and/or G.E.D. equivalency. A business degree, or coursework specifically in accounting, finance, management or HR law are strongly preferred.
 Experience: A minimum of three years of experience in office administration or management experience. A minimum of two years of experience working in HR and Fiscal capacities within non-profit organizations. Experience working in urban communities and communities of color – with a social justice framework is preferred.
 Skills: Excellent communication and interpersonal skills; ability to articulate and carryout organizational policies and procedures; gives attention to details while moving projects/tasks along to meet required/desired timelines; strong organizational skills. Proficiency in Microsoft Office Suite, QuickBooks, payroll software and various online platforms and data systems are required.
 Abilities: Ability to lift up to 15 pounds; and to complete computer work for extensive periods.
 Other Characteristics: operates with a high level of integrity; commitment to racial, economic, environmental and social justice; respect for people of all cultures, backgrounds and identities; commitment to personal and professional growth and development; open to new experiences.
 Other Requirements: Can pass all background checks as required by the organization. Having a driver’s license and clean driving record is strongly preferred.

UTC is an equal opportunity, affirmative action employer. People of color, women, working class people, lesbian/gay/bisexual/transgender, and people with disabilities are strongly encouraged to apply.

Applications of a resume and cover letter should be sent to [email protected] with the subject heading, ‘Office Manager.’ Please do not call to inquire about this position.