Office Manager

At Canine Companions, we’re dedicated to making a difference in the lives of people with disabilities. As an employee, you’ll help provide independence to individuals, while also giving a dog a meaningful job. Our commitment to our mission is reflected in our equally strong dedication to our employees. 

Our Employee Benefits 

We believe in offering a comprehensive benefits package to ensure the well-being and growth of our team: 

• Employer-Paid Health Coverage: Medical, dental, and vision benefits for staff 

• Paid Time Off: 14 paid holidays annually, including an Inclusion Holiday, plus 17 paid days off (PTO) during your first year 

• Retirement Savings: Employer-matched 403(b) retirement plan 

• Community Engagement: Additional paid hours to volunteer within your community 

• Employee Assistance & Wellness Programs: Support for both professional and personal well-being 

• Inclusion and Diversity Committee dedicated to ongoing efforts to foster a diverse and inclusive workplace by setting actionable goals and evaluating progress  

Employee Testimonial  
"I love our life-changing mission, our dedicated colleagues and inspiring clients. " 
— Senior Fundraising Team Member 

The Office Manager oversees the daily functions of the office, including organizing and coordinating office procedures, operations and resources to facilitate effective and efficient operations.  This position delivers strong administrative support to the Executive Director.   

Key Responsibilities  

• Executive & Administrative Support: Provide administrative support to the Executive Director that includes preparation of letters, reports, scheduling of appointments and meetings, calendar management, assisting with travel plans, database input, preparation of related reports and research and analysis. Support onboarding and offboarding of staff where necessary. Provide administrative and hospitality support for regional board and staff meetings, and special events as requested. Maintain office files; ensure files are up-to-date, accurate and confidential information is maintained in secure location. 

• Customer Service & Reception: Greet visitors and guests and provide excellent customer service; notify staff of guest arrival. Efficiently answers and responds to all calls using a multi-line telephone system. Operates telephone systems, routes incoming calls and distributes messages accurately and in timely and professional manner. 

• Donor & Data Management: Enter donations into Salesforce and work closely with philanthropy staff to maintain records and ensure data integrity. Lead the acknowledgement letter process for donations that come to the region. 

• Finance & Purchasing: Oversee and prepare deposits and purchase orders. Accurately code regional invoices and submit to the Accounting Office. Maintain petty cash account; distribute petty cash and prepare monthly petty cash reports for reimbursements. Maintain inventory control tracking for office equipment, furniture, machinery, vehicles and supplies. Ensure that purchases are kept within budget and that inventory lists are kept up to date. Prepare inventory reports for National office and order supplies when necessary. 

• Facilities Management: Oversee proper care and maintenance of office equipment including but not limited to review of maintenance agreements and scheduling of repairs when necessary. May be responsible for facilities functions such as: review, evaluate, perform, recommend and coordinate repair, preventative maintenance, or replacement of existing equipment, buildings and/or campus grounds, including HVAC, electrical, janitorial, landscaping, painting, and other special maintenance projects. 

• Office Operations: Process incoming mail to all regional employees. Supervise timely posting of outgoing mail, including UPS and/or other carrier shipments, utilizing efficient and cost-effective means. Maintain adequate postage and maintain current postal permits. 

Qualifications  

To be successful in this role, candidates should possess the following: 

Must Have:  

• Strong interpersonal skills and ability to collaborate with all levels of the organization. 

• Ability to multi-task, excellent planning, organizing, time and work management. 

• Ability to organize and maintain accurate and detailed records; complete necessary paperwork and meet deadlines. 

• Ability to supervise office activities, including staffing, vendors and office workflow. 

• Knowledge of accounting, administrative, clerical and data management procedures and practices. 

• Excellent verbal and written communication skills; able to efficiently and effectively use software packages (Word, Excel, PowerPoint, Database, etc.). 

Nice to Have:  

• Minimum of 2 years office manager experience and experience in an administrative office 

Compensation 

• Salary Range: $22.50-$24.50 per hour

For internal candidates, compensation will be set within the posted wage range for the role, in consideration of internal equity and the scope of the position. 

Inclusion and Diversity Commitment  

We recognize that people come with a wealth of experience and talent beyond just the technical requirements of a job. If your experience is close to what you see listed here, please still consider applying. Diversity of experience and skills combined with passion is a key to innovation and excellence. Therefore, we encourage people from all backgrounds to apply to our positions.  

The base salary range above represents the low and high of the range for this position. Actual salaries will vary and may be above or below the range based on various factors, including but not limited to location, experience, and performance. The range listed is just one component of the total compensation package for employees. 

Pursuant to local Fair Chance Ordinances, we will consider for employment qualified applicants with arrest and conviction records. 

Accommodation Request 

If you need accommodations during the interview process, please let us know. We are committed to ensuring all applicants have equal access to the opportunity to succeed. 

Salary : $23 - $25