Office Manager at Southwest… · Cedar City

Job Title: Office Manager

Supervisor’s Title: SEDC Executive Director

Jobs Reporting to this Title: None

Classification (FLSA Status): Non Exempt

Expected Work Hours: 8 hours per day; 40 hours per week; 220 contract days per year

General Function:

Under the direction of the Executive Director, plan, organize, oversee and participate in complex and responsible office functions; serve as a liaison between SEDC, LEAs, schools and the community; perform office duties to relieve the Executive Director of administrative and office detail; Prepare and reconcile financial records and bank statements as assigned by the Executive Director; collect and receive monies and funds; process deposits and reconciliations according to established guidelines, policies and procedures; review accounts for errors and make appropriate adjustments; verify, balance and adjust assigned accounts in support of assigned programs; monitor funds for income and expenditures. Verify, balance and adjust all employee leave and contracted days worked. Be responsible for the care and upkeep of SEDC fleet vehicles by tracking and scheduling services and maintenance. Assists with the planning and execution of various events sponsored or supported by SEDC.

Essential Functions Duties and Responsibilities:may include the following. Regular, reliable worksite attendance and timeliness is an essential job function to perform the essential duties and responsibilities of the position. While this job description attempts to outline all essential duties of the position, the description is not a contract and the job functions are subject to change at the organization’s discretion. Other duties may be assigned.

• Plan, organize, oversee and participate in complex and responsible office functions; assist in the calendaring and scheduling of events; coordinate and prioritize office duties and functions; serve as a liaison between SEDC, its members and the community at large.
• Prepare and maintain various reports, calendars, schedules, assessment materials and other tasks as assigned to assist and alleviate the Executive Director of administrative responsibilities; assist in coordinating special events.
• Prepare and reconcile financial records and bank statements as assigned by the position; collect and receive monies and funds; process deposits and reconciliations according to established guidelines, policies and procedures; review accounts for errors and make appropriate adjustments; verify, balance and adjust assigned accounts in support of assigned programs; monitor funds for income and expenditures. Coordinate financial communication and function between SEDC and its fiscal agent.
• Receive and disseminate various communications including phone calls, mail, emails and correspondence between the Executive Director, staff, members and the community; distribute signed paperwork to the fiscal agent.
• Exercise independent judgment, discretion and initiative in resolving situations arising in the Executive Director’s absence.
• Prepare regular payroll reports with the Executive Director’s authorization and submit reports to the payroll department.
• Oversees and assists with the collection of all revenue.
• Assist the Executive Direction to Interpret, explain and ensure that financial and employment policies, procedures and rules are correctly followed by staff.
• Prioritize several aspects of detailed and complex office operations daily; perform in a busy office setting and exercise good judgment in time management and balancing tasks; respond to and address unexpected, time-sensitive situations that affect the office daily.
• Assist with budget planning and expenditure control as assigned; generate various computerized lists and reports as requested; ensure accuracy of input and output data.
• Perform various human resource duties including monitoring new employee enrollment and orientation and monitoring employee absences.
• Operate a variety of office equipment including a calculator, computer and assigned software; perform non-technical maintenance on office equipment as needed.
• Orders and maintains supplies, and arranges for equipment maintenance.
• Respond to inquiries and provide general information to personnel, members, and the public.
• Establish and maintain filing systems, input a variety of data into an assigned computer system.
• Provide direction and training as needed to other SEDC staff.
• Process purchase orders and invoices as assigned; monitor office and program expenditures; maintain auditable records. Designs and organizes filing systems; acts as custodian of records.
• Prepare for and participate in annual financial audit activities.
• Greets visitors and directs visitors to appropriate areas or persons.

Competencies (Knowledge, skills, abilities):

• Knowledge of fiscal agent and SEDC policies, regulations and procedures.
• Knowledge of telephone techniques and etiquette.
• Knowledge of policies and objectives of assigned programs and activities.
• Knowledge of applicable laws, codes, regulations, policies and procedures.
• Knowledge of SEDC and fiscal agent organization and operations.
• Knowledge of record-keeping techniques.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• Interpersonal skills using tact, patience and courtesy.
• Oral and written communication skills.
• Operation of a computer and assigned software.
• Methods of collecting and organizing data and information.
• Business letter and report writing, editing and proofreading.
• Basic arithmetic and general budgeting skills.
• Ability to perform varied and responsible secretarial and administrative assistant duties.
• Ability to ensure smooth and efficient office operations.
• Ability to interpret, apply and explain laws, codes, rules and regulations related to assigned activities.
• Ability to work independently with little direction.
• Ability to compose correspondence and written materials independently or from oral instructions.
• Ability to type or input data at an acceptable rate of speed.
• Ability to understand and resolve issues, complaints or problems.
• Ability to maintain confidentiality of sensitive and privileged information.
• Ability to determine appropriate action within clearly defined guidelines.
• Ability to establish and maintain cooperative and effective working relationships with others.
• Ability to remain calm, patient and focused on your job during busy times.
• Ability to be respectful and kind when greeting members and community.
• Ability to read, write, and communicate effectively in English.
• Ability to read and comprehend simple instructions, short correspondence, and memos.
• Ability to apply mathematical concepts such as fractions, percentages, and ratios to practical situations.
• Ability to perform mathematical operations using units of American money.
• Ability to apply common sense understanding to carry out essential duties of this position.
• Ability to carry out instructions furnished in written, oral, or diagram form.
• Ability to troubleshoot and solve problems involving concrete variable situations.
• Ability to define problems, collect data, establish facts, and draw valid conclusions

This description should not be construed to contain every function/responsibility that may be required to be performed by an incumbent in this job. Incumbents are required to perform other related functions as assigned.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the education, knowledge and experience requirements; the machines, tools and equipment used; and any licenses or certifications required.

Required Education and Experience:

• Associate's degree (A. A.) or equivalent from two-year college or technical school; or a minimum of one year related experience and/or training; or equivalent combination of education and experience.

Preferred Education and Experience:

• Associate's Degree or equivalent in accounting or business; or three years related experience and/or training; or equivalent combination of education and experience.

Required Licenses and Certifications:

Current Utah Driver’s License and ability to certify as a safe driver with Utah Risk Management.

Character

• SEDC expects all employees to practice high standards of moral and ethical conduct which are consistent with the values taught in our member schools.
• All employees are expected to be law abiding, ethical and honest; and demonstrate respect for the dignity of all members, colleagues, and members of the community.
• All employees are expected to adhere to all SEDC policies while employed.

Working Conditions:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment:

• Indoor/Office environment.
• The noise level in the work environment is usually moderate.

Physical Demands:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Dexterity of hands and fingers to operate a computer keyboard.
• Seeing to read a variety of materials.
• Hearing and speaking to exchange information.
• Sitting for extended periods of time and occasionally required to stoop, kneel, crouch, or crawl.
• While performing the duties of this job, the employee is regularly required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; talk or hear; and taste or smell.
• The employee must occasionally lift and/or move items up to 50 pounds.

Machines, Tools, Equipment Used:

• Computer & Computer programs: Google Suite
• LINQ-ALIO (accounting program)
• Quickbooks (accounting program)
• Adding machine
• Telephone
• Copy Machine & Large Format Printer
• Other Office Machines (stapler, binding machine, paper trimmer, etc.)

Possible Hazards:

• Contact with dissatisfied individuals

Expected Work Hours:

• 40 Hours per week
• During regular business hours
• 220 Contract Days

Travel Requirements:

• Some local, regional, and in-state travel may be required
• Personal transportation to and from work is required

Job Evaluation:

• Performance of this job will be evaluated in accordance with provisions of SEDC’s policy.

The information contained in this job description is for compliance with the American with Disabilities Act (A.D.A) and is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice.

Southwest Educational Development Center is committed to a policy of equal employment opportunity and does not discriminate in the terms, conditions, or privileges of employment on account of race, age, color, sex, national origin, physical or mental disability, religion, or otherwise as may be prohibited by federal and state law.

Job Type: Full-time

Pay: From $50,000.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Flexible schedule
• Health insurance
• Health savings account
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person