Alexandria, Minnesota
Office Manager Job Opening in Alexandria, Minnesota - This position will provide support to Habitat for Humanity of Douglas County operations through financial bookkeeping and administrative support.
Administration (50%)
Provide daily administrative support to Habitat for Humanity including: basic reception, answering and directing public inquiries, processing and distributing mail and keeping work/supply areas clean and professional looking.
Manage the organizations facilities and system maintenance (phone system, security, cleaning, supplies, etc.) with assistance from other staff and volunteers.
Prepare quarterly and annual reports for Habitat for Humanity International and Habitat for Humanity of Minnesota and other entities as needed.
Support Executive Director in developing board packet and meeting reminders for Board of Directors, maintain board of director's permanent file: meeting minutes, policies, and other items (electronic and print).
Provide orientation to new employees on office procedures, order name tags, business cards and supplies as needed.
Staff office during business hours, open and close office and lead throughout the day duties.
Maintain paper and electronic filing systems for records, correspondence, and other material in accordance with Habitat Douglas County policies, Habitat for Humanity International and Habitat for Humanity of Minnesota.
Provide administrative assistance to Habitat staff, compose, type, and distribute meeting notes, routine correspondence, and prepare reports as requested.
Maintain Habitat insurance files and complete annual renewal process.
Maintain Habitat database including contact information for donors, home owners, churches, vendors, volunteers, board, committees and staff. Produce reports as needed.
Maintain office supplies inventory.
Financial Management (40%)
Work with Habitat staff to develop and maintain efficient, accurate and timely processing of donor contributions and to ensure appropriate record-keeping and reporting for grants received.
Keystone to QuickBooks Reconciliation.
Prepare Monthly & Quarterly Financial reports.
Perform Annual Property Tax Review and complete renewal forms.
New vendor set up - collect insurance and tax id information and enter into QuickBooks.
Prepare monthly sales tax report and payment.
Record all financial transactions, including preparing bank deposits and checks.
Maintains complete and systematic sets of records of business transactions.
Monitor bank account balances via Internet banking and transfer surplus funds to savings accounts when appropriate/or transfer funds from savings accounts to checking when needed.
Coordinate internal payroll functions with payroll vendor and record into QuickBooks upon completion.
Balances general or subsidiary ledgers and prepares reports to show receipts, expenditures, accounts receivable and payable, and various other items pertinent to the operation of the business.
Send partial and final lien waivers to all subcontractors and develop tracking system to monitor return of all lien waivers.
Maintain all legal files including property acquisitions, title insurance, and mortgage sales to home owners and mortgage pledges to the Habitat Minnesota fund.
Assist in preparation of annual Worker's Compensation Audit and maintain certificates of insurance.
Support the annual audit performed by independent external auditors.
Prepare reports required for closing a home.
Other Duties as Assigned (10%)
Skills and Personal Characteristics:
Enthusiastic, committed to the mission of Habitat for Humanity.
Possess tact, diplomacy and flexibility.
Excellent written and verbal communication skills.
Reliable, honest, and the ability to maintain confidentiality.
Proven ability to handle multiple tasks in a busy workplace environment.
Strong relationship building skills and the ability to establish and maintain effective working relationships with staff, board members and volunteers.
A self-starter, with the ability to work independently with limited supervision.
Ability to relate to and work with individuals of diverse races, cultures, faiths and income and skill levels.
Ability to exercise independent judgment and discretion.
Proficiency in Microsoft Office Suite, QuickBooks, e-mail and database.
Education and Experience:
Two-year college degree preferred.
Two to four years' experience in office management, administration, bookkeeping, accounting or similar environment preferred.
Physical Requirements Necessary to Perform This Job:
This position is primarily performed in the office.
No phone calls, please. Position opened until filled.
Job Type: Full-time
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