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Office Manager

Florence, AL

Relocation expenses: Not paid

Full time
3 - 5 years of experience
High School Diploma
Associate Degree
$31,000 to $40,000 per year

Published on 8 Apr 2021

Expires on 8 Apr 2021

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Office Manager

Purpose of the Position:

Assists the CEO and Executive staff in the areas of general office management, donor acknowledgments, daily bookkeeping, program support, and volunteer communications.  The person in this position also assists others as needed and assumes other duties as assigned.

  1. Key Responsibility Area: General Office Management

Specific Duties:

  • Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved, and that clerical functions are properly assigned and monitored.
  • Prepares correspondence as assigned.  
  • Maintains postage supply/meter.  Checks post office box and opens mail daily.
  • Reviews local newspaper for archiving purposes and to remain current regarding local events.
  • Responsible for issuing purchase orders in compliance with standard operating procedures, orders office supplies and oversees equipment repair as needed.
  • Responsible for upkeep of the United Way of NWAL policy book, typing and adding policies when adopted; also ensures that each Board Member receives a copy of any new policies for his/her Board manual.   

2. Key Responsibility Area: Donor Acknowledgements

Specific Duties:

  • Sends tax receipts for donations of $250 or more on a daily basis.
  • Sends thank you notes weekly for all pledges that come in from companies, professionals, residential and retiree mailings. 
  • Responsible for sending acknowledgments to individual donors when requested by the donor on the pledge card; compiles and sends out lists to agency directors of designations that require acknowledgment as requested by the donors.

3. Key Responsibility Area: Volunteer Communications

Specific Duties:

  • Maintains appropriate relations with the Board and various Board committees.
  • Helps the CEO administer an orientation and training program for the Board of Directors and Trustees of the organization annually; updates Board manual and ensures that all Board members receive manual and updates/revisions.
  • Arranges and attends all committee meetings; records notes as requested; maintains role.
  • Responsible for collecting and logging all volunteer hours for audit purposes. 
  • Assists Board Secretary with the preparation of minutes of each Board meeting.
  • Responsible for acquiring and maintaining signed Code of Ethics, Diversity, and Conflict of Interest policies from volunteers yearly. 
  • Supervise and/or work with volunteers during events as requested. 

4. Key Responsibility Area: General Accounting

Specific Duties:

  • Records financial transactions in compliance with standard operating procedures ensuring that all financial activities are entered into both the accounting software and the general ledger.
  • Reconciles bank statements and ensures that the Board Treasurer has statements in a timely manner to review reconciliations. 
  • Organizes and maintains financial files in compliance with state and federal laws and United Way policies.
  • Prepares information for the fiscal year-end audit and assists the CEO and auditors with any questions they may have about the compilation of the information provided for the audit.
  • Assists the CEO in preparing the annual budget and pulls actual revenues and expenditures in summary for Board review at bi-monthly meetings.
  • Organizes and processes health and dental plans, Simplified Employee Pension plan, Tax-Deferred Annuities, disability, life, and supplemental insurances.   

5. Key Responsibility Area: Program Support

Specific Duties:

  • Provides coordination and clerical support to Emergency Food and Shelter Program (EFSP) under the direction of the local EFSP Advisory Board; informs Board of communications from and compliance with FEMA regarding EFSP monies.
  • Maintains roster of children enrolled in Dolly Parton’s Imagination Library.
  • Assists the COO with Impact Team Management and annual program funding requirements.

Job Requirements/Skills/Abilities:

  1. A high school diploma or GED required; BA/BS in a related field is preferred.
  2. Previous experience a plus, preferably with a non-profit organization. 
  3. Enthusiastic and organized.
  4. Comfortable handling difficult questions and/or confidential information.   
  5. Able to effectively work with diverse groups of people. 
  6. Excellent written and verbal communication skills.
  7. Able to effectively handle multiple, complex tasks and solve problems with a goal-oriented mindset.
  8. Advanced computer skills with Microsoft Office products.
  9. Good driving record, reliable transportation, and a valid driver’s license is required.
  10. Prefer residency in the Northwest Alabama service area.


Physical Demands:

  1. Job will require some physical exertion due to assembly, collating and transporting materials; some walking, standing, bending, lifting, and carrying, along with specialized hand and finger dexterity is necessary.
  2. Must be able to communicate orally and in written form in understandable, standard English.
  3. Ability to safely operate a motor vehicle in necessary travel.
  4. Close mental/visual concentration required with an exacting degree of dexterity and physical coordination.
  5. Ability to withstand above-average mental pressure, stress, and strain that can occur when working within the nonprofit sector.

●    Mission-Focused: Catalyze others’ commitment to the mission to create real social change that leads to better lives and healthier communities.  This drives their performance and professional motivations.
●    Relationship-Oriented: Understands that people come before process and is astute in cultivating and managing relationships toward a common goal.
●    Collaborator: understands the roles and contributions of all sectors of the community and can mobilize resources (financial and human) through meaningful engagement.
●    Results-Driven: Dedicated to shared and measurable goals for the common good; creating, resourcing, scaling, and leveraging strategies and innovations for broad investment and impact.
●    Brand Steward: Steward of the brand and understands his/her role in growing and protecting the reputation and results of the greater network.