PLEASE REVIEW THE FULL JOB DESCRIPTION AT
http://www.michigansuburbsalliance.org/about/careers/office-manager/

Metro Matters, a 501(c)(3) nonprofit is seeking a warm, experienced, organized and dependable individual to serve as Office Manager. Working directly with the Deputy Director this position will help the organization remain a welcoming environment, ensure its operational systems are maintained in good order and provide clerical support to senior staff and major projects. A combination of civic leader and policy researcher, this position for someone with the skills, time and energy necessary to build an accolade-winning program from limited resources and boundless opportunity.

The ideal candidate is extraordinarily well-organized, amiable and comfortable with the unstructured dynamic of a small office. She or he should thrive in the mission-driven atmosphere of policy advocacy and be eager to take on the challenges of complex issues and personalities. Timeliness, attentiveness to detail and a natural talent at finding consensus are essential, as is an ability to work both independently and in cooperation with the balance of the Metro Matters staff.

Hours and Expectations

Working hours at the organization are between 8:30 a.m. and 5:30 p.m. with occasional evening and weekend assignments. Salaried employees are provided a laptop and expected to have cell‐phone and internet access during working hours.

Responsibilities

Under the direction of the Deputy Director, the Office Manager’s responsibilities are to ensure the smooth functioning of the physical and information systems of the organization. The duties include but are not limited to the following:

Office Environment and Systems

The Office Manager bears responsibility for keeping the office organized, functional and comfortable.

Plans and implements office systems, layouts, and equipment procurement;
Keeps the office clean, organized, pleasant and comfortable;
Maintains all office equipment in good working order;
Ensures the office’s online applications and storage systems are kept current and organized;
Ensures the office’s supplies are maintained;
Prepares an annual office budget, scheduling expenditures, analyzing variances and initiating corrective actions.

Reviews, recommends and secures liability and property insurance for the organization;

Organizational Logistics and Record Keeping

The Office Manager develops, maintains and stores the records of the organization’s programs and financial transactions. The Office Manager also supports staff in scheduling, preparing and executing meeting and events.

Maintains office services by organizing office operations and procedures; preparing payroll; controlling correspondence; designing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical functions.
Provides historical reference by defining and implementing procedures for retention, protection, retrieval, transfer, and disposal of records;
Enters data into our contact management database, [[http:Salesforce.com|Salesforce.com]];

Collects, copies and files bills and receipts;
Reviews and approves expenses;
Opens the mail and records revenue;
Supports staff with mass mailings;

Takes and prepares minutes of board, staff and other meetings as assigned;

Assists in scheduling appointments and meetings for programs and senior staff;
Supports event planning and execution.

Human and Operational Resources

The Office Manager coordinates the provision of pay, benefits and insurances for the organization, staff and board.

Prepares payroll and compensation of contractors for approval;
Prepares the annual plan for staff health care coverage;
Oversees the staff retirement program, ensuring annual reviews and biweekly contributions;
Orients and trains new employees, fellows and interns;
Distributes job descriptions for current openings and manages applications;
Supports intern recruitment, selection and management;
Schedules regular reviews between staff and supervisors;

Miscellaneous

Draft and prepare correspondence for mailings;
Support other staff with projects as required.

Minimum Applicant Requirements:

A certificate or Associates Degree or 3+ years of progressively responsible work experience in a field related to business or office systems; proficiency with the Microsoft Office Suite; familiarity with a variety of internet-based communications platforms, including Google Apps; demonstrated organizational skills; proven ability to manage multiple assignments with deadlines; the ability to think through tasks independently, use good judgment and problem-solving skills; the capacity to work independently without close supervision and within a team structure; a professional and pleasant demeanor, strong work ethic, positive attitude, creativity and flexibility.

Preferred Applicant Characteristics

We’re looking for an experienced office manager, someone who loves to create a welcoming environment and will want to use their skills to ensure the success of their teammates. Our ideal candidate believes, like we do, that administrative support is essential to the organization’s ability to achieve its goals. We want a partner who is always looking out for the team and the organization, helping ensure that our projects create the most good in the community and that our board, staff, and affiliates are all moving in the same direction toward the same goals.

How to apply

Interested individuals should send a cover letter, resume and three references electronically in either MS Word or PDF format to hiring@suburbsalliance.org. Resumes must show relevant experience. Incomplete submissions will not receive further review.

In addition to describing the candidate’s interest in our organizational mission, the cover letter should indicate his or her distinctive professional skills or personal characteristics that will enhance the Suburbs Alliance team. Applicants are encouraged to take extra time to detail their qualifications and experience in the cover letter, which will be read carefully. This position substantially influences our work environment, so we’re looking to know what kind of a person you are as much as what your skills are.

Candidates selected for an interview will also be asked to take a skills assessment testing their familiarity with common office systems and their competency with Microsoft Word and Excel.