Office Manager

Office Manager

This is a full-time position based on 37.50 hours per week. Hours beyond that may be required including evenings and weekends and out of town and overnight meetings.

The Office Manager serves as the assistant to the Executive Director by spearheading human resources and fiscal activities in coordination with the Fiscal Coordinator, and oversees the Receptionists.

Required Skills/Abilities: Above average verbal and written communication abilities, as well as supervisory and community relations skills; computer skills.

Duties/Responsibilities: Supervises the Receptionist positions; performs typing and photocopying for Administration; ensures that all paperwork is complete when vehicles are purchased or traded, notifying the insurance company, and updating vehicle inventory; maintains all vehicle registrations; composes correspondence necessary for answering inquiries and explaining office procedures; visits the Post Office to retrieve mail; opens and distributes mail; determines supply needs for office and purchases them; acts as the key operator for office equipment and serves as the contact person for repair of office equipment including copiers, telephones, fax machines, etc.; maintains files, including general agency files, vendor files, attendance records and personnel files, including job applications, job descriptions, probation periods, benefits, and other employment paperwork; meet with newly hired personnel to complete necessary paperwork and review benefits; meets with staff leaving their positions to close out personnel file, review COBRA, retirement, life insurance, etc. and completes other forms as necessary; serves as primary contact and completes required paperwork for all staff benefits programs; works with the Executive Director and insurance broker to prepare and coordinate healthcare benefit packages and/or changes for eligible employees; maintains any health insurance reimbursement account balances, policies, and testing requirements; resolves all employee or employer insurance and benefits package coverage questions/disputes; ensures that staff receives the most up to date information regarding their benefits, including health insurance, life insurance, and retirement; receives reports or accidents (vehicle, clients, volunteers and staff) and reports to proper authorities; maintains checkbook balance, mails out accounts payable checks, figures the transfer amount, records check number and date paid in purchase orders; writes special services and community center checks and maintains vendor files; completes receipts for any cash transactions and distributes them to the Fiscal Coordinator; totals timesheets, runs payroll on the computer, and maintains payroll journals; calculates and implements employee payroll deductions for employee benefit packages, garnishments and direct deposits; prepares and maintains a detailed account of all leave time for each employee according to the Policies & Procedures manual; calculates required taxes and submits payments to proper authorities including retirement contributions into Nationwide website; prepares quarterly payroll reports including IRS 941, PA Department of Revenue W-3, Local Earned Income Tax, PA Unemployment Compensation, and Local Services Tax; completes a quarterly multiple worksite report for the PA Department of Labor & Industry; prepares W-2's and accompanying reports for distribution to employees and taxing authorities; mails out cost sharing invoices at the beginning of each month, checks off payments as they come in, and submits information to the Fiscal Coordinator at the end of each month; attends Governing Board meetings, records minutes, and types for distribution; participates in appropriate training and/or meetings as required; performs other tasks as required by the Executive Director and Deputy Director.

Physical Requirements: prolonged sitting at a desk and working on a computer; must be able to lift up to 25 pounds.

Send resume by Friday, November 7, 2025 via really or by mail to Aging Services, Inc. at PO Box 519, Indiana PA 15701. Physical address is 1055 Oak Street, Indiana PA 15701

Job Type: Full-time

Pay: $40,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $40,000