Business Office Manager (@ Nia Imani Family, Inc.)
Business Office Manager at Nia Imani Family, Inc. in Milwaukee, WI - shared by Jobs That Help as a third party
Job Type Details: Full-Time salaried position, generally Mon-Fri 9:30am-6pm with flexibility
Nia Imani Family, Inc is a nonprofit Life Skills Education, Transitional Housing program. It works with young homeless mothers/first-time mothers with histories of generational poverty, domestic violence, and early childhood traumatic life experiences to begin their healing process, learn how to create strong financially stable nurturing families for themselves and their children, and become productive citizens in their community. Nia Imani Family, Inc. is growing and requires enhanced operational infrastructure. We need a stellar person to serve as our first Office Manager helping to ensure we have efficient data systems in place to keep our office running smoothly. The Office Manager will support the CEO in admin duties, HR related tasks, board/committee support, grant management/reporting and donor acknowledgement.
MAJOR DUTIES & GENERAL ADMINISTRATION:
- Keep office organized and running efficiently
- Answer, screen and direct phone calls
- Create and manage development calendar for grants and grant reports
- Maintain documents that are necessary to ensure organizational compliance
- Greet visitors, potential clients and program participants in a professional manner
- Return phone calls in the absence of the CEO as directed
- Prepare written response to routine inquiries such as emails
- Prepare and submit monthly payroll for processing must be approved by CEO
- Setup and maintain participants and donors database
- Provide general program assistance as needed
BOARD RELATIONS:
- Assist with preparing and sending out board agenda as requested
- Make and retain records of agenda, financials and minutes
- Keep a list of board and committee members; provide orientation materials for new board members
- Send out reminder of upcoming board and committee meetings
- Send out notification reminder of upcoming board annual meeting
PROGRAM ADMINISTRATION:
- Operate and maintain office machinery; including fax, copier, computer and phone
- Set up electronic and hard copy filing system
- Handle request for information on participants and organization with CEO approval
- Work independently and in conjunction with staff on special projects as needed
- Keep track of office supplies and reorder when needed with CEO approval
- Develop a list of funders, community organization, vendors and partners that work with Nia Imani Family, Inc.
- Create and maintain a database system to keep track of participants move-ins, move-outs, work history, # of children, who made referral etc.
- Identify and respond to all Nia Imani Family, Inc requests that can be dealt with independently and confidentially
- Ensure professional appearance of office by setting a cleaning schedule with the Peer Resident assistance
- Can integrate plans smoothly, set goals and objectives and can develop alternative solutions for problems
PERSONNEL:
- Will receive and distribute request forms (vacation, personal day, sick day) to staff and give to CEO for approval
- Ensure that staff and volunteers are treated with dignity and respect
- Assist staff with technological needs
- Communicate positively and clearly with all staff, volunteers
FINANCIAL MANAGEMENT:
- Oversee timesheets (time clock) and payroll processing once monthly, approval by CEO before submission
- Record all receivables (grants/donations/program fees/commercial rent
- Pay all agency (NIF) bills with CEO approval
- Assist with yearly financial audit
- Maintain each (NIF/Umoja) program budget/accounts
- Prepare monthly financial statements with board treasurer
- Enter financial data into Quickbooks
- Create and manage petty cash spreadsheet and record all funds used
- Prepare all bank deposit slips
FUND DEVELOPMENT:
- Will assist with coordinating fundraising activities as needed
- Oversee/assist with donor appeal letters
- Make appointments for CEO to meet with current/potential funders
- Create fund development calendar with development committee chair
PUBLIC RELATIONS:
- Will serve as the administrative point of contact between the CEO and internal/external clients
- Handle requests and inquiries appropriately
- Develop and sustain a level of professionalism among staff and visitors
- Communicate with interested community resource partners who is interested in NIF and refer to CEO/Program Manager
QUALIFICATIONS:
- Must pass a criminal background/drug test
- Self starter that can work with minimum supervision
- Business administration degree or associate degree with two years or more of experience
- Must have previous administrative/office management experience
- Can carry out admin duties such as filing, scanning all documents into a filing system, coping, sending out emails, writing letters
- Experience maintaining financial records/Quickbooks preferred
- Highly organized with the ability to function as a team member with a positive and professional attitude
- Skilled in the use of personal computers/software application/website and other media updates
- Must possess excellent written and verbal communication skills
- Position requires a pleasant nature and a willingness and desire to work with low-income homeless young women with children
- Ability to identify a problem early on and resolve a dispute in an effective and positive manner
- Good interpersonal skills with staff, participants, children and the public
- Excellent time management skills and ability to multitask and prioritize work
- Ensure operation of office equipment by completing preventive maintenance or calling for repairs to be done
Condition of Employment
- Must pass a background check and drug test
- Non-smoker preferred/no smoking in building
- Business administration or associate degree with two or more years of experience
- Benefits: vacation, sick & personal days
- Currently working on a health benefit plan for all employees
- Hours: full time
- Wages $48,000-$60,000 annually…depending on qualification/experience
The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by the CEO or Program Manager.