Office Manager

Duration/Usual Hours Per Week: This is a part/full time position.

Shift/Work Days: The hours for this position are Monday, Tuesday and Thursday from 9am-4pm. Wednesday's from 8am-4pm.  

Number of Openings: 1

Job Summary: The Office Manager will constantly strive to fulfill The Hannah Center's (HC) mission while successfully completing the duties listed below.  A self-starter, this person will have the ability to prioritize between completing tasks and working closely with diverse groups of people in a non-judgmental fashion.  The Office Manager will display organizational skills, work well independently and display flexibility in the position.  This position will report to the Program Coordinator, who serves as a liaison to the Board of Directors.  The Office Manager will maintain confidentiality regarding all HC activities and residents; all information shall be discussed with HC staff only.

Primary Responsibilities:

• Open & close The Hannah Center as needed.


• Oversee & maintain a sufficient level of office supplies, postage & forms.


• Update all forms, files and manuals as advised by the Program Coordinator.


• Keep office area well organized and clean.


• Answer phones, take messages & distribute accordingly.


• Manage Clearinghouse including volunteers, order intake & output and inventory.


• Warmly welcome all visitors of The Hannah Center.


• Ability to accurately verbalize to the community the functions of the HC; the pro-life message and how the HC supports it.


• Exhibit active listening skills, and positive verbal and non-verbal communication skills at all times.


• Ability to treat all residents with equal respect and provide positive support.


• Collect, sort & distribute mail appropriately


• Maintain all databases.


• Maintain an updated organization "Wish List".


• See that correspondence is typed, copied & mailed on a timely basis.


• Keep updated information on donors, volunteers & residents.


• Maintain mailing list and email mailing list.


• Keep accurate records in ledger and database on all donations/incoming funds (monetary & in-kind, Resident rent, etc.) and run reports as needed.


• Volunteer maintenance including training, keeping accurate information & scheduling (in-house & special events).


• Run errands, provide transportation for residents & their families, and deliver items in the community when requested by the PC and/or Board of Directors (BOD).


• Assist in any duties related to special occasion/fundraising events as requested by the PC or BOD.


• Coordinate mailings (bulk and regular).


• Prepare and deliver bank deposit each week; review accuracy with Program Coordinator.


• Communicate with Program Coordinator on assigned Resident chores and monitor for compliance.


• Check The Hannah Center's email daily and follow up appropriately.


• Oversee the daily administrative functions of The Hannah Center.


• Design work as needed. (i.e. publicity and fundraising material, HC stationary)


• Report to Program Coordinator all resident, client & staff needs or problems that need the PC's attention.


• Maintain house operations in absence of Program Coordinator.


• Communicate with the Resident Advocates as needed.


• Assist the PC with personnel duties, as needed.


• Perform any and all other tasks as requested by the PC and/or BOD.

Working Conditions:

• Physical requirements include the ability to climb stairs, reach above head, and carry twenty pounds.


• Work approximately 35 hours per week.


• Provide flexibility to work additional hours as necessary to support special events or in an unexpected/emergency situation.

Compensation:

• The hourly wage starting is $9.00 per hour


• A 90 day probationary period will be in place with a review of at the end of those 90 days.


• Other reviews may take place if deemed necessary.


• A review & annual wage evaluation will take place either in January or on the anniversary of employment.


• Pay increases will be awarded only if performance meets or exceeds expectations.


• Pay adjustments will be recommended by the Personnel Committee and authorized by the Board of Directors.


• The Board of Directors reserves the right to withhold pay rate increases due to employee performance and/or financial status of The Hannah Center.

Time Off:

Paid

• Personal leave time will be provided following one year of employment.


• Five paid vacation days after the first full year of service, and one additional day for every additional year of service thereafter.

Unpaid

• If you are ill or have a family emergency, you must call the Program Coordinator or person(s) designated at time of employment.  There is no compensation for this time off.


• Personal time can be granted if there is enough of an advanced notice and it does not interfere with the working atmosphere of The Hannah Center.  There is no compensation for this time off as well, unless taken after one year of employment.

Skillset Required:

• 2 years office experience and/or degree in related field.


• Knowledge of Microsoft Office software applications including Word, Excel, Power Point, Access, Gift Works and Publisher knowledge helpful.


• Ability to accurately compute numbers using simple math (addition, subtraction, multiplication, division, percentages)


• Valid driver's license, a clean driving record and proof of insurability.


• A positive demeanor and cooperative attitude is paramount to the success of The Hannah Center.


• Must possess a high degree of confidentiality.


• Self-motivated.