Office Assistant Position: Key Responsibilities
Open Arms Perinatal Services is searching for an Operations Assistant. The ideal candidate is exceptionally organized, capable of managing and prioritizing multiple tasks, collaborative, and maintains a high level of attention to detail.
Office Management
Ensures the organization has the appropriate organizational systems and technology to operate efficiently and effectively
Performs general office administration and management. Tasks include but are not limited to: maintaining internal filing system; sorting and distribution of mail; ordering office supplies; maintaining office equipment; processing and responding to general requests for information; coordinating agency bulk mailings; coordinating print jobs; managing storage and archives of records, materials and supplies; and developing and maintaining documentation of procedures through the Office Operations Manual.
Keeps agency registrations current, including, but not limited to:
501(c)3 status
City Business License
Federal SAM registration
Registration with City and State Combined Fund Drives
Property tax exemption
UBI
Corporate Giving Programs
Financial Management
Ensures the smooth operation of day to day financial management including:
making deposits of all funds coming into the organization;
preparing deposit logs, debit card forms, check request forms, and all bills and invoices for the accountant;
tracking bills and invoices for reporting and budgeting purposes
working with accountant if issues arise with financial management;
assisting in budget and audit preparations; and
providing oversight for the use of the agency credit card
IT Management
Ensures computers, phones and cloud-based services are properly maintained and adequately secure.
Backs up the data systems daily
Keeps website up to date
Ensures that employees and board members have active and working email
Human Resources
Works closely with the Executive Director to maintain a positive and strong organizational culture that helps attract and retain multicultural, competent, committed staff to ensure a successful, cohesive, productive team
Manages employment procedures including new hire orientation, administering health benefits, 401 K plan, Life and Short Term Disability insurance, FSA administration, and parking passes
Maintains employee files and assures paperwork and contact information is up-to-date
Actively engages and energizes volunteers to provide administrative and fund development support
Development and Program Support
Assists with donor and donation data entry around large events and campaigns
Provides operational support for agency events, including Spring Luncheon, Short and Sweet Auction, and other events as needed
Completes program data entry and prepares program reports as requested by agency staff
Executive Assistance
Assists Executive Director with various tasks, including scheduling, filing, preparing reports, and other functions as needed.
This position reports to the Executive Director.
Compensation:
$20 per hour salaried position.
Comprehensive benefits package includes:
Healthcare, Dental, and Vision
Short Term Disability, and Life Insurance,
a 401K plan,
a neighborhood parking permit,
12 paid holidays each year, as well as 1 personal day
Sick and Safe Leave and paid vacation time accrual.
To learn more about Open Arms, please visit our website at www.openarmsps.org.
To learn more about this position and to download the job announcement, please go to http://www.openarmsps.org/about-2/careers/
For
How to apply
To apply, send a resume and cover letter to Lisa Foss at lisa@openarmsps.org with “Operations Assistant” in the subject line.
Questions? Please email lisa@openarmsps.org
Position is open until filled.
NO PHONE CALLS PLEASE.