JOB TITLE: Office Manager - PuebloSTATUS: Reg FT

REPORTS TO: CEO/Executive Director SCHEDULE: M-F

DEPT: Strategic Initiatives UPDATED:March 2017

Pueblo Rescue Mission (PRM) considers every position one of ministry and a vital and valued part of our team. Therefore, it is essential that all employees of PRM have a personal relationship with Jesus Christ and subscribe to our Statement of Faith and Core Values.

Preference will be given to applications from Pueblo.

SUMMARY OF POSITION:

The Office Manager of Pueblo Rescue Mission supports operations by maintaining office systems, supervising hourly staff, and verifying time cards/reports. This position is also responsible to process payroll and maintains account receivables and payables for the Pueblo Mission.

DUTIES & RESPONSIBILITIES:

  • Office Management

Maintains office services by organizing office operations and procedures; preparing payroll; controlling correspondence; designing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical functions.

Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.

Boosts office efficiency by planning and implementing office systems, layouts, and equipment procurement.

Designs and implements office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments.

Completes operational requirements by scheduling and assigning employees; following up on work results.

Informs managementby reviewing and analyzing special reports; summarizing information; identifying trends.

Manages office staff by recruiting, selecting, orienting, and training employees.

Maintains office staff job results by coaching, counseling, and disciplining employees; planning, monitoring, and appraising job results.

Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.

Prepares the annual budget; scheduling expenditures; analyzing variances; initiating corrective actions.

Contributes to team effort by accomplishing related results as needed.

  • Accounts Payable/Payroll

Directs and oversees the daily management of accounts payable

Reviews and processes all invoices for appropriate documentation and approval prior to payment

Manages vendor responsibilities and relationships

Prints and obtains signatures on all accounts payable checks

Distributes signed checks as required

Prepares garnishment checks per reports from payroll

Acts as liaison between mission accounts payable departments

Maintains all accounts payable reports, spreadsheets and ministry accounts payable files

Assists SRM Finance Department and VP Shared Servicesas necessary

Prepares cleared checks for storage

Assembles and processes overnight shipments to bank

Assists in monthly closings

Prepares analysis of accounts, as required

Maintains accurate records and updated files

  • Supports proper training and recognition of volunteers for their partnership with Pueblo Rescue Mission and engages them in meaningful work that leverages volunteers as a resource
  • Additional duties as requested

SKILLS AND QUALIFICATIONS:

  • Maintains a personal relationship with Jesus Christ and is a constant witness. Christ-centered and compassionate attitude in dealing with people including the homeless and faithfully upholds and exemplifies SRM’s Statement of Faith
  • Serves as an advocate for the homeless and raising awareness of the needs and concern for the addicted, and those in poverty; engaging others within one’s influence to greater involvement and effectiveness on behalf of this population in Colorado Springs.
  • Believes that volunteers are vital to accomplishing the Vision and Mission of Springs Rescue Mission and thus is part of mobilizing the community in the fight against addiction, poverty and homelessness
  • Excellent communication proficiency with a customer/client focus
  • Sound financial and project management skills
  • Experience working with and tracking budget expenses
  • Knowledgeable of process improvement and inventory control
  • Basic Accounting skills
  • Strong analytical and problem solving skills
  • Proficient in Microsoft Office applications

EDUCATION/EXPERIENCE:

  • Bachelor’s degree required
  • Minimum four years of high volume A/P experience with at least two years of supervisory experience.

WORKING CONDITIONS/PHYSICAL FACTORS:

Occasionally = 1%-33%; Frequently = 34%-66%; Continuously = 67%-100%

General office environment

EQUIPMENT/TOOLS USED:

Computer/Internet

Fax

Phone

Copier

I accept this position and understand that employment is At Will:

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Employee Signature Employee Printed NameDate