United Way is seeking Office Manager

The Bartlesville Regional United Way is now accepting applications for Office Manager.

This position is responsible for providing administrative support for all staff such as: general office support, meeting planning and preparation, resource development and communication, and finance while maintaining organizational confidentiality. This position also assists with coordination of campaign and community impact activities, constituent relationship management, and pledge processing. Requires flexibility to work primarily 8 a.m. – 5 p.m. with some non-traditional hours. 

A valid driver’s license, required minimum insurance coverage and daily access to reliable transportation is required. Applicants must be able to pass a background check.

 Candidates should send a letter of interest along with a current resume by 5 p.m. August 18, 2017, to lisa@bartlesvilleuw.org. All applications are confidential.  BRUW is an EOE.

 

 

Office Manager Job Description

Title:    Office Manager

Reports To:      President and CEO

General Position Summary:

This position is responsible for providing administrative support for all staff such as: general office support, meeting preparation, resource development and finance while maintaining organizational confidentiality. This position also assists with coordination of campaign and community activities, constituent relationship management, and pledge processing. Requires flexibility to work primarily 8 a.m. – 5 p.m. with some non-traditional hours.

Administrative/General Office:

  1. Establish and maintain mailing lists and database files of board members, volunteers, agencies, corporate donors and other constituents.
  2. Maintain inventory of office supplies and equipment, order materials as needed.
  3. Answer phones and greet visitors.
  4. Process incoming mail.
  5. Maintain records of United Way recognition in the newspaper and local magazines.
  6. Make sure conference room is ready to go for all meetings, including fully stocked with beverages and snacks.
  7. Perform other duties as assigned.

Resource Development Support:

  1. Executes retiree mailing every year to donors and other mailings.
  2. Assist with bulk mailings, including preparing materials and postal procedures.
  3. Assist with Pacesetter recognition, including maintaining mailing list, an up-to-date “in memory” list.
  4. Assist with campaign event set-up as needed.
  5. Keep track of RSVP’s for United Way events throughout the year.
  6. Perform other duties as assigned.

Finance Support:

  1. Assist with pledge processing, pledge data entry, and ongoing maintenance of donor database, including expanded data collection efforts.
  2. Review accounts receivable and mail pledge reminders.
  3. Prepare payment batches, process and post check and EFT payments..
  4. Process invoices and maintain accounts payable and vendor files.
  5. Complete monthly bank reconciliations.

Physical Demands:

Physical demands include sitting and/or standing for extended periods of time, bending, lifting approximately 30 pounds, regular use of the telephone, copier, fax, and computer. Reliable transportation required.

Skills and Abilities:

  • Excellent communications skills (i.e. written, verbal)
  • Attention to detail.
  • Computer literacy with Microsoft Office Suite; specifically Word, Excel, Outlook and PowerPoint.
  • Experience with mail merges required.
  • Database management and report generation.
  • Organize, prioritize and meet deadlines.
  • Media, projector and Wi-Fi set up.
  • Experience with data management system such as Donation Tracker preferred but not required.