Job Title: Office Manager

Reports to: Operations Director

Supervises: Receptionist

Department(s): Operations Team

Employment Status: Full-Time (40 hrs/wk) In-Person

CircEsteem’s mission is to unite youth across all backgrounds and identities by fostering self-esteem and mutual respect through the practice and performance of circus arts. Social circus, the methodology used by CircEsteem, is an approach that uses circus arts to impact social change through instilling confidence and leadership in young participants. We are creative leaders with a passion for youth development who are role models facilitating, culturally, responsive, relationships within our community through education and dialogue around social emotional intelligence diversity equity inclusion. We approach this work with humanity, patience, love, and continued self-reflection. We are active participants and strengthening our organizational culture.

CircEsteem values a diverse workplace and strongly encourages women, BIPOC, LGBTQ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply. CircEsteem is an equal opportunity employer who deeply believes in diversity, equity and inclusion. Applicants will not be discriminated against because of race, color, creed, sex, sexual orientation, gender identity or expression, age, religion, national origin, citizenship status, disability, ancestry, marital status, veteran status, medical condition or any protected category prohibited by local, state or federal laws.

Summary:

CircEsteem’s mission is to unite youth across all backgrounds and identities by fostering self-esteem and mutual respect through the practice and performance of the circus arts. CircEsteem promotes the development of self-esteem, personal success and empowerment by (i) promoting the practice of circus arts; (ii) uniting youth from varying backgrounds; (iii) providing social and emotional skill building; (iv) providing youth opportunities to participate in leadership training which results in paid opportunities throughout their participation with CircEsteem.

Responsibilities

The Office Manager (OM) is responsible for managing the office functions of CircEsteem as well as working in collaboration with the Finance Manager to ensure the organization’s finances are recorded accurately and in a timely fashion. The OM must be able to work in a fast-paced and multi-tasked environment with confidence and efficiency while also knowing how to slow down enough to pause, notice and reflect on the performance of our office systems. The ideal candidate will be creative, organized, and able to manage multiple workflows simultaneously with ease.

The OM will report to the Director of Operations and will supervise three part-time receptionists. This position will have a regular work week of Monday through Friday, approximately 9am – 5pm. Occasional weekend and evening special events occur throughout the year, which are also mandatory for all staff to support and attend.

Fiscal Management

• Responsible for all Bookkeeping functions of the organization including but not limited to:
• into QuickBooks Online including attaching supporting documentation, coding expenses (account, donor, class) and filing digital documentation according to CircEsteem’s procedures.
• – Collect invoices from all staff, upload bills into QuickBooks Online, process payments by check, credit card or ACH payments weekly.
• of program and office supplies through a PO system.
• Collect for all restricted grants and upload to shared Finance Google Drive.
• with earning statements Finance Google Drive folder bi-weekly.
• Manage Accounts Receivable by keeping track of and billing monthly program tuition payments through CircEsteem’s registration software, ticket sales for CircEsteem special events, concession and merchandise sales, and other similar A/R responsibilities.

Office Management

• Supervise three receptionists (morning, evening, and weekend) and ensure employees have the necessary information and tools to successfully implement their jobs.
• In coordination with receptionists, manage the scheduling system for conference rooms, space rentals, and special event usage of CircEsteem’s facility.
• Post open job positions on various job sites, organize resumes on Google Drive, schedule interviews when selected by CircEsteem’s interview team, collect required onboarding documents from new employees prior to the beginning of onboarding.
• Maintain an up-to-date inventory of office supplies (consumables) and ensure office equipment is in working condition.
• Train staff on how to use various office equipment (printer, phone system, etc.)
• Manage contract and price negotiations with office specific vendors and service providers including the photocopy machine lease, and other similar items.
• Address employees’ queries regarding office management issues (e.g. stationery, Hardware, and travel arrangements)
• Oversee merchandise on CircEsteem website page, purchasing new inventory when merchandise is sold, mailing merchandise to customers if purchased through the website and ensuring the prices are reasonably priced.
• Plan staff activities and outings with a committee of staff members, including the conception of events, the bidding of vendors, contract negotiation and payment terms.

Qualifications

• Minimum 5 years of experience as an Office Manager, Front Desk Manager or Bookkeeper with 2 years of experience managing at least one employee with the ability to demonstrate a strong understanding of office management and bookkeeping responsibilities.
• In-depth knowledge and proven experience with QuickBooks, Google Suites, and Excel are a requirement for this position.
• Candidates must demonstrate high levels of self-awareness and the ability to actively listen, be empathic and build strong relationships with a diverse group of individuals and groups that reflects our organizational vision, mission and core values.
• Demonstrated excellence in communication and time management skills including strong oral and writing skills, detail-orientation, and the capacity to engage with stakeholders and internal staff members with clarity and respect.
• The ability to collaborate effectively while working independently and actively uses feedback to assess both.

Compensation:

• Salary: $60,000
• Employees have the opportunity for a 3%-7% salary increase each year based on performance
• Benefits:
• Contributions toward a 403b retirement account or Health Insurance Plan,
• Paid Parental Leave (after 12 months of employment)
• Quarterly Mental Health Stipends
• Free programming for children of employees
• Paid Time Off:
• 20 days paid leave,
• 10 Federal Holidays

Please submit a Letter of Interest and Resume to to be considered for this position.

Job Type: Full-time

Pay: $60,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Parental leave

Schedule:

• 8 hour shift

Experience:

• Google Suite: 3 years (Required)
• Office management: 5 years (Required)

Ability to Commute:

• Chicago, IL 60640 (Required)

Ability to Relocate:

• Chicago, IL 60640: Relocate before starting work (Required)

Work Location: In person