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| Office Manager, Non Profit (berkeley west) |
| Cars & Trucks, Etc. : Auto Parts : Glass |
| 03/15/06 |
Office Manager, Through the Looking Glass
Job Announcement, February 28, 2006
ROLE: Office Manager
The Office Manager provides operations and administrative support for the agencys 35 staff members. Key responsibilities include: oversight of day-to-day office set-up, procedures and communications; telephone and voicemail system; general office support including filing, printing, copying, mail, faxes, office supplies and forms; data entry; processing publication orders; organizing and filing staff forms and other confidential records; record-keeping and light bookkeeping; troubleshooting computer issues.
Position must be available on-site Monday-Friday during the agencys normal hours of operation (9:005:00).
This is a full-time position, available ASAP. Salary range is $30,000-$35,000 based on experience and qualifications. Position includes paid Vacation, Health & Dental Insurance.
ORGANIZATION: Through the Looking Glass
Founded in Berkeley in 1982,Through the Looking Glass (TLG) is a nationally recognized non-profit agency that has pioneered services, training and research concerning families in which an infant, child, parent or grandparent has a disability. We are a committed and supportive team working in a friendly and casual environment.
ESSENTIAL DUTIES & RESPONSIBILITIES:
Overall office management including: maintain efficient and professional office; oversee opening and closing office; facilitate internal office procedures and communications.
Provide general office support including filing, printing and copying; mail and fax distribution; maintain and order office supplies; develop and maintain office forms; maintain agency calendar.
Reception including answering incoming calls from our national toll-free numbers during hours of operation and distributing calls to appropriate staff; providing general information; voicemail setups for new staff.
Data entry for multiple agency databases. (Filemaker experience required.)
Maintain records of publications ordered from the agency, prepare invoices and mail materials ordered.
General knowledge of computer technology, trouble-shoot staff computer issues and serve as contact with external IT support. We are a MAC and PC office, but primarily MAC.
Format and prepare publications and training materials for distribution.
Maintain client filing system, review and file completed staff records, and monitor timeliness of submissions.
Oversight of agency equipment including phones, copy machine, printers, postage meter, fax machine.
Maintain donor database, record incoming donations and send out acknowledgements.
Coordinate agency outreach mailings and emailings.
Prepare for new employees obtaining a phone, office supplies, etc.
Assist Finance Manager with light bookkeeping and filing.
Coordinate quarterly Board meetings, minutes and communications.
Maintain up-to-date personnel materials including resumes, licensing and other required documents.
Provide occasional assistance to staff with disabilities including filing and retrieving materials.
REQUIREMENTS:
Minimum AA or equivalent, and 3-5 years of administrative experience
Non-profit experience
Strong organizational skills: multi-task, prioritize and meet deadlines
Excellent phone skills (courteous, clear)
Responsible, detail-oriented and conscientious about work quality
Ability to monitor and anticipate office needs.
Excellent written communication skills.
Must be MAC proficient.
Must have experience in Word, Excel, Powerpoint, Filemaker, Acrobat.
Multi-line phone experience preferred.
Experience in Photoshop, Pagemaker or In-Design highly desirable.
Demonstrated ability to work well under pressure and time constraints
Team player
Bookkeeping experience desirable
Valid California Drivers license and own vehicle required
Able to lift 10 pounds.
Position must be available on-site Monday-Friday during the agencys normal hours of operation (9:005:00).
People of color and people with personal disability experience (self or family member) are encouraged to apply. Also, see TLGs website at www.lookingglass.org for more information about our organization.
Please submit a cover letter and a resume to: Paul Preston, Ph.D., Through the Looking Glass, 2198 Sixth Street, #100, Berkeley, CA 94710-2204 or, FAX to: (510) 848-4445, or email to: ppreston@lookingglass.org Cover letter should summarize your relevant office management experience. No phone calls regarding this position.
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