Overview

The Office Manager position is an administrative role that supports operations and development for a non-profit organization located in downtown Louisville. Office Manager hours are part-time, on-site, from 8:15 AM to 4 PM Mon/Tues/Wed/Fri. You will be working in an environment with integrated business solutions where flexibility, timeliness, reliability, and collaboration are essential.

This position offers competitive compensation, opportunities for professional growth, and a supportive work environment. If you meet the qualifications outlined below, we invite you to apply for this rewarding opportunity.

Duties & Responsibilities

Primary daily duties

• Answer phone and respond to questions or route messages to appropriate staff members.
• Receive and respond to website inquiries.
• Open mail and direct to appropriate staff.
• Receive new volunteer applications and communicate with and onboard volunteers in a timely manner.
• Inventory and order supplies and log all purchases to ensure items are delivered (includes occasional physical pick up of supplies).
• Submit purchase/expense receipts and organize electronically in a timely manner.
• Communicate and collaborate with team members to ensure internal accounting records are up to date, accurate, and complete.
• Receive and maintain records of individual and business donations and generate tailored appreciation letters.
• Ensure copiers are maintained and fully operational, getting vendor support if needed.
• Ensure facility security cameras are fully charged.
• Adhere to agency policy, procedures and professional code of ethics.

Other duties, as needed/requested

• Assist with HR duties including staff/benefit data entry.
• Coordinate monthly all-staff meetings and work with leadership on agendas and meeting reminders; and take minutes at all-staff meetings.
• Coordinate and facilitate refreshments for board meetings, staff trainings, staff birthdays and other events.
• Support Development Department with data entry and other tasks for fundraising events and communications.
• Support Grants Department with gathering information for grant writing and reporting.
• Assist in preparing Board Meeting materials and distributing to members.
• Assist in contract development and agreements.
• Assist auditors with document requests.
• Assist with other duties as assigned to efficiently carry out the mission of the organization.

Qualifications

Qualifications and Skills

• Bachelor's or Associate's degree in a related field or 2 to 3 years office administrative experience.
• • Self-starter and able to handle multiple projects simultaneously while working independently with minimal supervision.

• Strong verbal and written communication skills, with the ability to build and maintain relationships with stakeholders at all levels.
• Demonstrated ability to work collaboratively and effectively with diverse groups of people.
• Knowledge of the nonprofit sector, including best practices in human resources, volunteer management and internal controls.
• Ability to set appropriate boundaries and maintain a calm demeanor.
• CRM administration skills that include custom reporting to track donor retention, donations, and supporting development in fundraising campaigns.
• Intermediate level knowledge of Google & Microsoft products, including working knowledge of Microsoft Excel and ability to quickly learn new system programs. 
• Must understand the relationship of financial statements to business operations and take a proactive role in developing processes/controls/systems.

Physical Requirements 

• Must have own transportation.
• Work on a computer sitting at a desk, walk to various work areas, and use the stairs.
• Work in an environment where there may be animals present, including dogs.
• Ability to occasionally push, pull, lift and/or carry supplies up to 25 pounds.