Office Manager

Bread of Life

TITLE: Office Manager

JOB PURPOSE: The Office Manager is responsible for coordinating the daily administrative functions of Bread of Life and providing comprehensive administrative support to the organization's leadership team. This position ensures the efficient operation of the administrative office; maintains organizational records; manages daily cash handling, deposits, and other administrative financial processes; and serves as the initial point of contact for vendors, donors, community partners, and the public. The Office Manager plays a key role in supporting organizational effectiveness by ensuring administrative systems, communications, and office operations are conducted in a professional, efficient, and confidential manner.

GENERAL EXPECTATIONS:

A) Be committed to the Bread of Life mission

B) Maintain accurate financial records, bookkeeping, and accounting documentation in accordance with generally accepted business practices, working in coordination with the organization's Certified Public Accountant

C) Prepare and format professional correspondence, reports, presentations, and meeting materials ensuring flawless grammar, spelling and formatting

D) Assistance with the organization’s two-yearly appeals and the creation of a community newsletter, including coordination with the vendor (currently Albison’s)

E) Provide direct support to the Executive Director in terms of editorial help with reports and other written communication

F) Assist with the analysis, tracking, and billing for government and grant payers, as well as client renters. This task requires regular attention to detail and ongoing monitoring, as it supports key revenue and audit processes for the organization

G) Coordinate office equipment maintenance and related vendor service requests

H) Maintain a clean and neat workspace and a presentable office area, establish a daily, weekly, and monthly cleaning schedule

I) Ensure all cash receipts and supporting documentation are accurately recorded, reconciled, and deposited in accordance with organizational policies. Prepare bank deposits and transport deposits using a personal vehicle as required

J) Assist with vendor records and procurement documentation

K) Reconcile credit card receipts and expense documentation

L) Support the annual audit by organizing requested documentation

M) Work in collaboration with the leadership team to shop for vendors and services used by the organization, to acquire the best quality services and products for the best use of budgetary funds

N) Maintain all administrative offices, conference rooms, training areas, restrooms, kitchens, and other shared spaces in a clean, safe, and professional condition. Responsibilities include sweeping, mopping, vacuuming, dusting, disinfecting high-touch surfaces, restocking supplies, removing trash, and resetting meeting and training spaces following use

O) Support the coordination of donations by maintaining donation records, collecting required documentation, and preparing donor acknowledgment letters in accordance with organizational procedures

P) Perform other duties assigned, including providing cross-departmental assistance during staff absences, periods of increased workload, or special projects.

Q) Attends regular and ongoing in-services and training required by State and Federal regulation and Bread of Life Policies

R) Maintains electronic and paper filing systems in an organized, confidential manner following policy and procedures and state and federal guidelines.

ESSENTIAL JOB RESPONSIBILITIES:

· Proficient in the operation of standard office equipment, including computers, multi-line telephone systems, copiers, scanners, printers, and other office technology, with or without reasonable accommodation.

· Advanced proficiency in Microsoft Office 365 including Outlook, Excel, Word, and PowerPoint

· Proficiency in accounting software such as QuickBooks

· Proficiency in accounting principles, record keeping, and the ability to meet multiple deadlines

· Proficient in social media platforms and digital communication tools, with the ability to create, update, and manage organizational content across multiple online platforms, maintaining consistent branding and professional standards

· Maintain relationships and work closely with local and state housing authorities

· Excellent organizational, verbal and written communication skills

· Excellent time management skills with the ability to prioritize tasks independently

· Understand the appropriate levels of confidentiality

· Able to work independently in a fast-paced environment, demonstrating good judgment while contributing effectively as a member of a collaborative team

· Presents self professionally, positively representing the organization in demeanor and appearance

· Ability to communicate the mission, programs, and values of Bread of Life to clients, donors, volunteers, community partners, and the public in a positive and professional manner.

REQUIREMENTS AND SKILLS NEEDED FOR POSITION:

• Bachelor’s degree in Business Administration, Office Administration, or related field preferred.
• Equivalent combination of education and experience considered
• A proven track record in streamlining office operations and managing administrative tasks is required
• Must possess a valid Driver’s License, maintain a clean driving record and maintain a reliable personal vehicle for daily use
• Ability to communicate effectively orally and in writing

If you have any questions or you are interested in applying for this position, please feel free to contact Laura Briggs, Director of Operations at 207-626-3434

Job Type: Full-time

Pay: $25.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Professional development assistance
• Retirement plan

Work Location: In person

Salary : $25