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Description
The Office Manager is responsible for working effectively with the Director, staff, and staff members affiliated with program initiatives to ensure high levels of organizational effectiveness and communication. The position is responsible for coordinating administrative functions, trustee communications, bookkeeping duties, office procedures as well as supporting the administrative needs of the Director. This position supervises the Archive Assistant.
Essential Functions/Skills
Possess very well developed interpersonal and communication skills and able to work within a team environment.
Detail- and results-oriented with an ability to deliver work to a high standard on deadline.
Capable of exercising a high degree of confidentiality.
Excellent organizational and technical skills with the ability to problem solve.
Create, manage, organize, and update financial tools and reports.
o Enter invoices for payment into QuickBooks software and control expenses by verifying and reconciling invoices.
o Compile monthly financial statements, manage accounts payable, code invoices, and ensure timely payment of invoices for Kirkpatrick Family Fund.
o Manage accounting for two small nonprofits including accounts payable, monthly and end of year financial reports and work with outside accountants to conduct quarterly reviews and prepare 990 tax returns.
Manage service agreements and certificates of insurance with vendors providing programmatic, payroll and administrative services.
Communicate and provide information internally and externally to assist and enable organizational operations including accounting, IT, and human resources.
Coordinate with staff, or in some cases produce correspondence, meeting minutes, spreadsheets, contracts, and meeting materials.
Supervise Archivist’s work related to records retention and historical documentation of programs and initiatives, plus coordinate with Program Manager on the workflow of the Programs and Administrative assistant.
Oversee meeting calendars, communicate meeting dates and changes to trustees and committee members, and coordinate monthly meeting notices.
Additional Duties and Responsibilities
Manage Director’s calendar.
Assist with special projects as needed.
Coordinate staff social and group activities.
Coordinate/manage office equipment purchases and maintenance.
Other duties as assigned.
Work Environment
This position is a full-time, in-office job that operates in a professional office environment. Work hours are Monday through Friday 8:30 a.m. to 5:00 p.m. with occasional evenings as work requires.
Position will experience prolonged periods of sitting at a desk and should be able to lift weight up- to 25 lbs.
Compensation is commensurate with skills and knowledge. Job posting will remain open until a successful candidate is hired.
Interested applicants should email a formal cover letter and resume to:
kffinfo@occf.org
Attention: Elizabeth Eickman, Director
The Kirkpatrick Family Fund is an Oklahoma City philanthropy established in 1989 by John and Eleanor Kirkpatrick and is the largest affiliated fund in the Oklahoma City Community Foundation. The mission of the Kirkpatrick Family Fund is to invest in ideas, leadership, and programs that contribute to and advance the cultural, intellectual, and societal interests of our community. The Kirkpatrick Family Fund is guided by the values of Integrity, Leadership, and Innovation; it accomplishes its mission by supporting organizations with bold, capable leadership and programs that are effective in addressing community needs.
Requirements
Qualifications and Skills
Five to ten years of progressive administrative experience
Ability to navigate multiple databases (C-Suite, Meltwater, Filemaker Pro, etc.).
Knowledge of Quickbooks or equivalent bookkeeping software.
Advanced-level computer literacy in the following Microsoft applications: word processing, spreadsheets, databases, file management, and email.
Experience in office procedures and use of office equipment
Ability to work well in an open-shared office environment