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Office Manager

Office Manager

locationPort Angeles, WA, USA
PublishedPublished: Published 3 weeks ago
Administration / Customer Service
Full time
3 - 5 years of experience
$56,160 - $62,400 per year

This position will help to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication, key-record keeping and coordination among departments. The ideal candidate will have prior experience as an Office Manager or Administrative Assistant working in an office supporting multiple employees. This position is responsible for providing administrative support for all staff such as: general office support, meeting planning and preparation, resource development, and finance while maintaining organizational confidentiality. This position also assists with coordination of campaign and community impact activities, constituent relationship management, and pledge processing. Requires flexibility to work primarily 9:00 – 5:00 with some non-traditional hours and some travel throughout Clallam County. Full-time with benefits including an Employer paid healthcare plan, Simplified Employee Retirement Plan, Wellness Incentive, paid holidays, and time off. $56,160 per year.

Major Responsibilities

Administrative/General Office:

  • Produce/distribute Board of Directors, Board Committees and Partner Agency Forums meeting notices, agendas, and minutes. Maintain an electronic archive of meeting minutes and distribution
  • Coordinate meeting arrangements as needed for United Way Board, committees, staff, and volunteers which includes conference room reservation, media and room set up
  • Establish and maintain mailing lists and database files of board members, volunteers, agencies, corporate donors, and other constituents
  • Creation, control and update Supplier Database, Contacts Database, Client Database, Contracts Register/Database 
  • Collaborate with other non-profit partners who rent space inside our building including issue resolution and conflict mitigation
  • Set-up and control of facilities services, supplier research including vetting, screening and recruitment
  • Keep electronic and paper filing systems in order, assisting with implementation of new administration systems
  • Ad-Hoc support to Development, Marketing, Community Impact as well as CEO and Board of Directors
  • Perform other duties as assigned

 Resource Generation/Communication Supports:

  • Execute thank you letters to donors and other mailings
  • Assist with bulk mailings, including preparing materials, and postal procedures
  • Assist with campaign fundraising events, including invitations, correspondence, coordination of volunteers, guest registration, catering, and recognition items
  • Assist with the preparation of campaign materials and campaign supply inventory

Finance Support:

  • Assist with pledge processing, pledge data entry, and ongoing maintenance of donor database
  • Scan and enter bills, payments, and financial statements
  • Work with third party bookkeeper to maintain monthly transaction reports, accounts payable, receivable, and other financial records as needed

Community Impact:

  • Communicate effectively with both the public and funded Agencies about United Way
  • Support the distribution and process of agency grant applications, financial spreadsheets, surveys, and reports. Assist with funding application judging processes
  • Maintain and organize funded agency files, both electronic and hard copy

Physical Demands: 

                Physical demands include sitting and/or standing for extended periods of time, bending, lifting approximately thirty pounds, and regular use of the telephone, copier, and computer. Reliable transportation required.

Employment Standards 

Experience, Skills and Abilities

  • Bachelor’s degree, or equivalent combination of education and experience
  • One to three years of administrative or non-profit experience in a similar capacity
  • From prior work experience(s), demonstrate the ability to work successfully in a dynamic team environment
  • Demonstrate ability to provide excellent customer relations
  • Proven experience as an Office Manager, Executive Assistant or Administrative Assistant
  • Proficiency in MS Office (MS Excel and MS Outlook, in particular), QuickBooks, Adobe and Dropbox
  • Hands on experience with office machines 
  • Excellent time management skills and ability to multi-task, problem solve and prioritize work
  • Ability to organize with a great attention to detail
  • Excellent written and verbal communication skills
  • Strong organizational and planning skills in a fast-paced environment
  • Computer literacy with Microsoft Office Suite, specifically Word, Excel, Outlook, and PowerPoint
  • Experience with mail merges
  • Database management and report generation
  • Media, projector, and Wi-Fi set up

United Way of Clallam County is an equal opportunity employer and is committed to building a diverse staff. People of color and those of all abilities are encouraged to apply. To see our solidarity statement, click here.

Required degree level

  • Bachelor

Years of experience

  • 3 - 5 years of experience

Salary range

  • $56,160 - $62,400 per year

Required languages

  • English

Skills and Competencies

  • Collaborator
  • Building and Developing Team Capability
  • Adaptability and Change Management
  • General knowledge
  • Effective and Engaging Communication
  • Instills Trust
  • Network Oriented
  • Office applications
  • MS Office
  • Adobe Acrobat
  • Relationship-Oriented