Employment Opportunity- OFFICE MANAGER and BOOKKEEPER JOB DESCRIPTION

 

United Way of Howard County 

Updated, 2022 

Employment Type: Full-Time, Exempt 

Department: Operations 

Location: Hybrid 

Reports to: CEO 

PURPOSE OF THE POSITION: 

Responsible for ensuring the overall reception, customer service, bookkeeping, and administrative needs of the organization are handled efficiently, accurately, professionally, and respectfully. 

DUTIES & RESPONSIBILITIES: 

Reception 

● Manage the front desk in coordination with receptionist and volunteers, including but not limited to: answering and routing incoming phone calls and messages; greeting and screening visitors; routing incoming mail and packages; and monitoring locking/unlocking the building. 

● Cross-train front desk management to assure consistent quality of service during coverage periods for the receptionist. 

● Provides a high level of customer service, assistance and information to internal and external customers. Assists with events including meetings. 

● Ensure timely delivery of all messages in connection to the overall organizational calendar and activities. 

Administration 

● Coordinates Board and select Committee meetings through collection and distribution of meeting materials, management of attendance, and coordination of meeting location, equipment, and materials. 

● Provides timely reminders of meetings and events. 

● Prepares rooms/meeting spaces and orders food/beverages as requested. 

● Assists in executing mailings, organizing materials and maintaining spreadsheets. ● Schedule and manage meeting rooms; maintain master schedule/appointment book to ensure that all meeting room use is properly coordinated. 

● Order and maintain adequate levels of all basic office supplies for use by all departments. Assist with special supply ordering as needed, including toner for office printers. 

● Prepares internal and external documents as needed, including memos, letters and reports. ● Maintains certificates for insurance, memberships and contracts. 

● Other duties as assigned by (or approved by) manager. 

Data Entry & Bookkeeping 

● Assists the Community Development Department with daily data entry into EveryAction including pledges, receipts, demographics, contact information, and obituary monitoring. ● Assists the Community Development Department with daily data entry into the Search United Way Resource database including new resources, contact information, hours, required documents, eligibility, etc.

OFFICE MANAGER and BOOKKEEPER JOB DESCRIPTION Updated 2022 United Way of Howard County 

● Manage all accounts receivable and accounts payable, in partnership with accounting support vendor and in coordination with CEO and Community Development team; troubleshoot when discrepancies occur. 

● Ensure timely and accurate statements and receipting of all pledges and payments. Maintain physical and electronic files related to annual fundraising, A/R, and A/P. 

KNOWLEDGE, SKILLS, & ABILITIES: 

● High school diploma/GED 

● Microsoft Suite, Google Suite, Quickbooks Online, and ability to learn new software ● Experience with phone systems 

● Good communication skills (written/verbal) 

● Excellent customer service, organizational, and problem solving skills 

CORE VALUES: 

● Demonstrate integrity by being accountable for actions, keeping commitments, and speaking honestly and truthfully with others. 

● Demonstrate an enthusiasm for professional development acquiring new skills and knowledge to enhance role. 

● Demonstrate a commitment to individual and team-based assignments. 

● Demonstrate quality assurance by producing accurate and thorough work. ● Demonstrate interpersonal skills in dealing with others. 

● Demonstrate valuing the diversity, inclusion, and equity of others’ opinions and experiences. ● Demonstrate sound reasoning and good common sense. 

● Demonstrate the ability to meet and exceed customer expectations. 

● Demonstrate active participation in departmental, team, and full-staff meetings. ● Demonstrate active participation & completion of organizational & communication systems. 

PHYSICAL DEMANDS/WORK ENVIRONMENT: 

● Moderate level of mental and/or visual fatigue and/or eyestrain may result from looking at a computer screen for extended periods of time and moderate office noise level. ● Regularly required to sit, stand, walk, reach with hands and arms, talk and hear. ● Ability to lift and/or move up to 10 pounds. 

● Moderate level of stress caused from tight deadlines. 

● Occasional work outside of normal business hours. 

TO APPLY: 

● Please send resume + cover letter to asmith@unitedwayhoco.org. 

● This position is intended to be filled as quickly and effectively as possible. If you are interested, please apply quickly. 

● Interviews will be scheduled as applications are received. UW serving Howard & Tipton Counties is an equal opportunity employer. We are interested in candidates who are self-starters, flexible, creative, and well-organized. Professional presence, relationship building skills, and ability to work collaboratively with a variety of people are essential. UW has a culture of teamwork, creativity, and dedication. Every staff member believes it is an honor and a privilege to serve the donors, volunteers, and people across Howard & Tipton Counties. Candidates should have values, interests and work style that are compatible with this philosophy.

About Us

The United Way of Howard County fights for the health, education, and financial stability of every person in Howard and Tipton Counties.

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