The Office Manager is responsible for ensuring the smooth and efficient operation of core business functions and retail shop, as well as supporting leadership and other managers across the organization. The ideal candidate will be a positive team player with business acumen who is motivated, detail-oriented, proactive, and has excellent communications skills. This is an onsite position, with some schedule flexibility. Regular weekend availability required. This description is not intended to be comprehensive, but instead to provide an overview of roles and tasks, with other duties assigned by the ED as needed.
RESPONSIBILITIES & ESSENTIAL FUNCTIONS
- Perform various administrative tasks in support of ED and other managers
- Establish/maintain documentation for business processes and procedures, including supporting other departments in their documentation
- Manage bill and tax payments, petty cash, limited banking, and relaying information to the bookkeeper
- Support other departments with documentation, budget management, and projects as requested
- Manage gift shop including inventory, ordering and stocking
- Hire, onboard, train, and supervise gift shop employees
- Ensure safety and cleanliness in and around the Visitors Center
- Directly supervise visitor services and gift shop when open to the public
- Provide direct customer support as needed, including in person, by phone or email
- Coordinate inter- and cross-departmental processes like staff meetings and updates
- Facilitate purchasing for the business, gift shop, and other departments by request
- Provide administrative support to department leads as requested (e.g., posting job descriptions for hiring, coordinating print job pickups, calling vendors)
- Manage weekly mail pickup and processing, shipping packages, and sending mail
- Perform occasional offsite errands, including some purchasing, mail, and other tasks as requested
SKILLS & QUALIFICATIONS:
- Excellent communication skills, both written and verbal
- Highly organized and able to manage multiple workstreams
- Proficient using computers, email, Excel, Word, Google Workspace
- Experience with Quickbooks or other accounting software preferred but not required – must demonstrate proficiency upon completion of training
- Comfortable using or learning new software and programs – Square, Basecamp, Little Green Light, Connecteam
- Proactive team player willing to support others and lead when needed
- Excellent customer service and interpersonal skills
- Must be available to work weekends
EDUCATION/EXPERIENCE:
- College degree or at least two years’ experience in an office administrative/financial management role
LICENSURE, CERTIFICATION, and/or REGISTRATION:
- Valid Driver’s License and reliable transportation
- First Aid and CPR current certification required; training offered onsite
- FEMA ICS 100 Level training completion required; training offered onsite
- Organization-specific contingency plan training completion required; training onsite
WORK ENVIRONMENT:
- Requires prolonged standing or sitting, significant walking, and some bending, stooping, and stretching
- Requires hand-eye coordination and manual dexterity sufficient to operate all kinds of office equipment
- Requires use of computers and computer systems (hardware and software)
- Requires lifting up to 50 pounds occasionally
- Requires occasional work outdoors in inclement weather conditions
- Must be available on occasion outside of scheduled hours as needed for this managerial role
This position is subject to updating at the discretion of the Director. See our website for more information.
Job Type: Full-time
Pay: $12.00 - $14.00 per hour
Expected hours: 40 per week
Benefits:
- Dental insurance
- Employee discount
- Flexible schedule
- Paid time off
- Professional development assistance
- Vision insurance
Schedule:
- 8 hour shift
- Day shift
- Weekends as needed
Experience:
- Administrative: 2 years (Preferred)
Work Location: In person