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Office Manager 

Caring Families Pregnancy Services

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Objectives of the position:  Caring Families is a faith-based nonprofit who serves the women and men of our community by providing spiritual, emotional, educational, and material support to them as they seek help with pregnancy related issues. The Office Manager is responsible for overseeing and supporting the day-to-day administrative duties that include, record-keeping, scheduling, donor tracking, payroll, banking, and bookkeeping. The Office Manager is a vital part of the team, whose commitment and passion will ensure our clients receive the best care and resources they need.

 

Reports to: The Executive Director 

 

Supervises: Volunteer team members who assist with office tasks.

 

Status:  Part-time 15-30 hrs. a week

 

Qualifications:

 

  • Committed Christian who demonstrates a personal relationship with Jesus Christ as Savior and Lord.

  • Exhibit strong commitment and dedication to the pro-life position and agree with and be willing to uphold the Commitment of Care and Competence, Core Values, Statement of Faith, and policies of Caring Families.

  • Experience in office operations and general management of running an office.

  • Experience with general accounting procedures and basic computer operations.

  • Exhibit proficient organizational skill and data entry skills.

  • Self-motivated, dependable, and responsible.

  • Associates diploma or minimum 3 years’ experience in bookkeeping or office management.

  • Cross-trained as back up support our clients as a Client Advocate, Mentor or Coach.

 

 

Essential Functions:

 

I. Administrative/Office Management

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  • Answering telephone calls and emails from donors and clients, directing them to relevant staff.      

  • Maintaining general office records which require posting, filing and computing tasks.

  • Updating mailing lists and producing mailing labels for specified mailings.

  • Updating all organizational forms, files, and manuals as advised by the Executive Director.

  • Overseeing and distributing mail, making deliveries to and pickup from the post office as directed.  

  • Supporting staff in ensuring that all correspondence (volunteer newsletters, schedules, forms, and monthly donor letters) is produced, copied, and mailed on a timely basis.

  • Scheduling, training, and evaluating office volunteers.

  • Ordering and control of inventory of office/building supplies.

  • Assisting administratively in organizational outreaches and special events.

  • Assisting the Executive Director with performing additional office administrative duties, as requested

 

II. Accounting

 

  • Entering, maintaining, and balancing accurate accounts payables and accounts receivables in QuickBooks Online.

  • Categorize income and expenses, including class tracking in Quick Books Online.

  • Make regular bank deposits as well as reconciling bank accounts monthly.

  • Process payroll bi-weekly.

  • Process periodic invoicing, payments of bills on a timely basis. 

  • Generate monthly reports for Caring Families Board meetings. 

  • Assist the Executive Director and/or Treasurer in performing additional bookkeeping duties as requested.

 

III. Computer Operations

 

  • Utilize Microsoft Office (ie. Word and Excel) and Google Suite (ie. Gmail, Drive, Calendar) on a daily basis.

  • Manage and update mailing lists (USPS, and email), of donors and churches databases in Planning Center and Mail Chimp.

  • Entering data for accounting, donor giving, and producing receipts, letters, and cards to donors.

  • Generate monthly financial reports for the Executive Director and CF Board.

  • Generate donor informational reports for the Executive Director and necessary staff.

  • Support Client Services with client scheduling and follow up reminders through client management system as requested.

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