Position Title: Office Manager
Part-time: 10 - 20 hrs./week
Reports To: Executive Director
$22-$25/hr dependent on experience
Benefits: PTO commensurate with hours, access to retirement plan at 1 year.
About the Animal Assistance Foundation (AAF):
AAF advances the welfare of companion animals in CO, as a resource and agent for positive impact, through community investment, collaboration and leadership. We are a private foundation that provides yearly grants to Colorado animal welfare organizations.
The Office Manager (OM) has two primary responsibilities.
- Bookkeeping: This includes: posting entries and processing operational expenses; working with the CPA on monthly reconciliations; and working with the CPA and Auditors to provide documents. This also includes working with the Program Director to maintain accurate financial records of our granting activities.
- Office Management: Carry out and manage key office administration functions such as: facilities management, schedule management, recordkeeping, grant docket support, meeting attendance and minute taking, purchasing, vendor relations, contractor management, and equipment maintenance.
- High school diploma or GED required; college degree preferred.
- Minimum 5 years of experience performing high-level administrative work as an administrative assistant, office manager or similar business position.
- Foundation and non-profit experience a plus.
- Basic understanding of Generally Accepted Accounting Principles (GAAP), a plus.
- Documentation of past effective bookkeeping experience required. Experience working with Bill.com and QuickBooks.
- Demonstrated ability in working across different software platforms such as Microsoft Office and Dropbox. Familiarity with website content management a plus.
- Experience in developing operating systems and administrative processes.
- Ability to maintain confidentiality.
DUTIES & RESPONSIBILITIES:
- Working with the Executive Director & CPA this position is responsible for:
- Enter payments and deposits, and journal entries related to our various financial entities.
- Create and maintain reports for accountant, post journal entries.
- Organizing materials and oversee the annual audit(s).
- Provide auditors with data for the IRS 990PF report.
- Maintain separation of duties for accounting functions and compliance.
- Being aware of cash flow needs.
- Work with the Program Director this position is responsible for:
- Assisting with record keeping for web-based annual grant-making processes for both AAF and Colorado Pet Overpopulation Fund (CPOF) programs.
- Tracking and monitoring grant payments.
- Collecting required due-diligence documentation for PD to review.
- Process CPOF donations and acknowledgement letters.
- Ensure compliance with internal accounting rules, policies and procedures for all grant awards and maintain accurate financial and reporting records for AAF and CPOF grant programs; conduct follow up with grantees when necessary.
- Ensure record retention policy is up to date and in line with state and federal regulations.
- Conduct annual archival process for paper and electronic records ensuring compliance retention policies.
- Maintain iCloud-based software, such as Office 365 and Dropbox, in order to easily create, maintain and find documents.
- Maintain vendor relations and contractor records.
- Maintain internal policies and procedures.
- Support ED with internal and external meeting logistics, including material preparation, calendar management, room reservations, catering and meeting minutes.
- Answer general phone and email questions regarding Foundation operations or refer to appropriate staff.
- Assist in foundation-related travel arrangements for staff and board.
- Human Resources duties such as monitoring employee benefit plans.
- Administration functions as directed by the ED or PD or Board Executive Leadership and Committee Chairs.
SKILLS & ABILITIES:
- Manage materials and information, making information readily available.
- Display positive, professional impression for the Foundation.
- Meet objectives with little supervision.
- Ability to work on multiple projects, to prioritize and to meet deadlines.
- Highly organized and strong attention to detail.
- Ability to read basic financial statements.
- Ability to effectively work remotely.
- Must be located in the Denver-metro area.
- Working hours are spent sitting, answering incoming telephone calls, making outgoing telephone calls, doing computer data entry, analyzing data, reading and writing, using repetitive motion of the hand and wrist by utilizing a computer.
- Have the strength and agility to lift 20lbs occasionally.
- Meet deadlines and work under stress.
- Ability to telecommute at the discretion of the ED.
- Occasional travel and participation at evening/early morning commitments may be required.
How to Apply
Prospective candidates must submit the following to be considered for the position:
- Letter of Interest
Applications can be emailed to email@example.com with the subject line: Office Manager Position. All candidates will be subject to a background check.