Rutland, Vermont
Office Manager Job Opening in Rutland, Vermont - Job Purpose
The Executive Assistant /Office Manager supports the operations of Vermont Psychiatric Survivors, Inc. by organizing and coordinating office operations and procedures to maximize organizational effectiveness, efficiency and safety, and performs a wide range of administrative and executive support tasks to support the Executive Director.
Duties and Responsibilities
Utilize QuickBooks in accordance with adopted policies and procedures; prepare payroll; prepare checks for vendor payment; prepare and process bank deposits; prepare invoices; review QuickBooks reports for errors and identify necessary adjustments; communicate and coordinate as necessary with VPS?s accounting firm; initiate electronic payments of payroll taxes
Maintain accurate employee leave accrual summaries
Enroll and/or cancel employee benefits as necessary; provide COBRA notices to departing employees
Process appropriate paperwork for Second Spring/CSC employees and respond to inquiries concerning Second Spring/CSC employees
Maintain filing systems
Manage relationships with vendors and ensure that all invoices are timely paid
Maintain office supplies inventory, anticipate needed supplies, evaluate new office products, place orders for supplies, and verify receipt of supplies
Maintain central office equipment, such as the copy machine, fax machine, postage meter, and telephones (Ring Central)
Maintain storage room, including archived records and office supplies, in an organized and accessible fashion
Respond to inquiries from outside agencies regarding proof of employment, earnings history, etc.
Provide logistical support for all phases of the Peer Operated Projects grants (POP Grants) process, including but not limited to, distributing and processing the grant announcement and application, assisting the selection committee as needed, communicating with the Department of Mental Health as required, conducting an orientation for successful applicants, providing technical assistance to successful applicants, insuring that grant recipients submit timely reports, preparing quarterly financial and narrative reports of activities of POP Grant recipients
Provide logistical support to VPS support groups, including but not limited to, providing assistance to support group facilitators when requested, processing reimbursement requests and payment of stipends, preparing financial reports of expenses and current balances, insuring that support groups submit timely reports, and preparing quarterly financial reports for the Executive Director
Answer telephone, respond to inquiries as appropriate, direct calls to appropriate staff
Process and forward mail as appropriate
Maintain written documentation of all office procedures
Coordinate with landlord to insure that office space, windows, doors, utilities, fixtures, etc. are in good working order
Other duties as assigned by the Executive Director
Minimum Qualifications
Significant experience in managing the financial and business operations of a small office
Ease in using Intuit?s QuickBooks software
Computer literacy, including fluency with Microsoft Word and Excel
Ability to manage schedule and tasks independently and reliably
Ability to maintain confidences
Strong oral and written communication skills
Passion for social justice and knowledge of the social justice and civil rights movements and deep personal commitment to their values
Desirable Qualifications
Knowledge of the psychiatric survivor movement
College degree
Working conditions
Position is based in Rutland, Vermont
Direct reports
None
Job Type: Full-time
Salary: $40,000.00 /year
Required education:
Bachelor's
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