Office Manager

IRCIL, the Indianapolis Resource CIL
1426 W 29th St - Suite 207
Indianapolis, IN 46208

JOB SUMMARY:

The Office Manager provides the Executive Director and the Finance Committee of the Board of Directors answers to questions related to fiscal management duties; prepares payroll reporting; prepares and records invoices, claims and other grant-related fiscal documents; provides secretarial and other necessary support to the Executive and Assistant Director; answers all incoming call, directing them to the appropriate person; greets guests; communicates with vendors; orders and maintains supply inventory; maintains equipment inventory; maintains staff schedules; and participates in community outreach activities, as appropriate.

ESSENTIAL JOB FUNCTIONS:

  1. Fiscal Management – Implements fiscal management and accounting systems and procedures; Prepares approved vouchers for payment; prepares and submits monthly claim vouchers; prepares and delivers requested fiscal reports to the Executive Director(s). Maintains invoice, payment, cash receipts, and reimbursement voucher records. Assists in preparation of reimbursement vouchers, payroll and other payments. Receives, processes and prepares all receipts for same-day deposit. Receives, tracks and records community contact sheets. Creates and delivers financial status reports to the Executive Director as requested.
  2. Secretarial Services -- Operates computer systems to enter, create and/or edit letters, mailing lists, reports, data bases and other documents. Maintains complete, orderly and efficient office files and records. Assists other staff in completing, retrieving and replacing files and records. Creates forms and other documents as requested. Receives and distributes incoming mail, and assists other staff with outgoing mail.
  3. Telephone and Public Reception -- Answers telephone calls promptly and courteously, manages call transfers and accurate message delivery, including use of Text Telephone, relay service, etc. Greets and assists the public and directs them to appropriate office areas or staff.
  4. General Office Operations -- Manages office supplies inventory, including ordering and delivery. Maintains current equipment and inventory records. Manages the Volunteer Coordinator and volunteer office assistance. Provides general support for community education and outreach activities, and maintains staff schedules.

MARGINAL JOB FUNCTIONS:

  1. Works cooperatively with and/or assists other staff to accomplish various duties or tasks.
  2. Performs other related duties as assigned by a the Executive Director(s) and Assistant Director further the mission of IRCIL.

POSITION REQUIREMENTS:

  1. Basic knowledge of, and commitment to, the goals and philosophy of independent living.
  2. Proven successful interpersonal and public communications skills (both receptive and expressive), including managing multi-line telephone system operations and communications via Text Telephone and relay service.
  3. Ability to enter data at a rate of 65 words per minute.
  4. Ability to manage and maintain office files and accurate record, including inventory and fiscal reports.
  5. Ability to operate Word based office computer systems, Excel, Access data base and accounting (Quickbooks) software, as well as general office equipment.
  6. Proven bookkeeping skills.
  7. Ability to work independently and with direction.
  8. Ability and willingness to travel independently and be responsible for own transportation on a daily basis.  Must provide proof of vehicle insurance when using personal vehicle or driver while conducting IRCIL business.

Salary Range: $13.00 - $17.00/hour

MINIMUM QUALIFICATIONS:

Successful candidates must have a high school diploma or GED, at least five years of prior secretarial or administrative assistant experience and bookkeeping experience; or Bachelor’s degree in business, accounting or related area; or Associate’s degree in bookkeeping. Personal experience with a disability preferred.

Inquiries, resumes and cover letters can be sent to India Anderson at ianderson@ircil.org.

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