Job Detail

Office Manager Job Openings by William Temple House in Portland

William Temple House Vacancies 2020 - William Temple House require the candidates to apply Office Manager that will be placed in Portland.

William Temple House Jobs 2020

Detail of : Office Manager Job Openings in Portland

Department: Administration
Reports to: Director of Finance & Operations
Position Status: 100% FTE, Non-exempt
General Summary restores hope and renews strength in individuals and families in a welcoming
and respectful atmosphere. With low- and no-cost mental health counseling, social services, and spiritual
care, we lend a helping hand to Portland’s most vulnerable populations. This position helps to maintain
smooth running of the organization at all levels and in all departments, within the capacity of
administration and serves as the internal IT manager.
Duties and Responsibilities Facilities, Systems & Operations
General technology support/troubleshooting and working as liaison for remote IT contractor to solve

issues and create tickets
Maintain the Salesforce database, maintain contact records, run reports
Maintain company website
As Outlook administrator, manage distribution lists, troubleshooting and tutorials
Serve as a Mitel phone system administrator including troubleshooting, setting up new users and

Work with facilities manager to maintain copy machine, computer equipment, telephones and

telephone system
Work with facilities manager to coordinate facility and grounds upkeep and maintenance
Serve on Safety Committee: assist in the creation of minutes, policies, and procedures

Administrative Support
• Assist executive director with daily administrative responsibilities and special projects including: o creating/revising documents,
o PowerPoint presentations,
o maintaining rosters,
o preparing expense reports, etc. Meeting coordination and support for executive director, development director and staff meetings
Perform general office tasks including:

o Answer and direct phone calls
o Maintain files & records
o Process mail
o Assist with bank deposits
o Maintain and order office supplies Finance Support
• Manage accounts payable
QuickBooks data entry (deposits, bills, checks, journal entries)
Process semi-monthly payroll
Assist in monthly, quarterly and yearly closings

Provide support in gathering documentation for annual audit
Maintain orderly accounting filing system
Maintain records and supply of petty cash
Troubleshoot and resolve vendor and internal inquiries in a timely, friendly and accurate manner
Other accounting functions, as needed

Development & Marketing Support
• Process gifts in Salesforce by entering donations and donor contacts, create daily batch reports and other reports as needed.
Coordinate with finance director to reconcile Salesforce and QuickBooks donation entries
Prepare and send gift acknowledgement letters
Work with development team to implement eCommunications in MailChimp
Create graphics in Canva

Other Responsibilities:
• Deal with correspondence, complaints and queries
Implement and follow office procedures and office administrative systems
Reception duties when needed
Other related duties as assigned to meet the ongoing needs of the organization

Qualifications & Skills
• Associate degree or equivalent experience required
Experience in an administrative role required
3-5 years of payroll and accounting experience required
Proficiency with Microsoft Suite (Word, Excel, Outlook, PowerPoint) and internet research required
Proficiency in QuickBooks required
Expertise in CRM (Salesforce preferred) and general IT skills required
Proficient in Canva
Knowledge of website maintenance required
Excellent verbal and written communication skills
Excellent time management skills and attention to detail
Ability to work professionally with a range of stakeholders, including staff, board members,

volunteers, and donors
Able to operate standard office equipment including fax, postage meter, copy machine, etc.
Demonstrated ability to manage multiple tasks in a fast-paced environment
Previous nonprofit experience preferred
Demonstrated ability to handle confidential and sensitive information
Positive attitude and interest in and willingness to collaborate with team members

Work Environment This job operates in an office environment. Works with and operates phones, computers, fax

machine, copier and other office equipment. Works occasionally in noisy and busy environments.
This position rarely works directly with clients, but will encounter clients, donors, vendors and other
This job position works out of an historical building and may experience fluctuations in hot and cold,

dust and other irritants.
is a diverse, inclusive, and equitable organization where all employees,

volunteers, and clients, whatever their gender identity, race, color, ethnicity, national origin, age,
sexual orientation or identity, education, disability, or socio-economic status, are valued and
respected. Physical Demands While performing the duties of this job, the employee is continually required to sit; use hands to

handle or feel objects, tools or controls; talk or hear. Occasionally required to stand, walk and stoop,
and reach with hands and arms. Rarely required to kneel, crouch or crawl, climb or balance. The
employee must rarely lift or move more than 10 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision,

peripheral vision, depth perception and the ability to adjust focus. This job position works out of an historical building and must be able to navigate stairs. No elevator

is available.
Compensation & Benefits  $45,000 to $50,000, depending on experience 
Employer-paid medical, dental, and vision benefits for employee (100%) 
Employer-paid life insurance, AD&D, and long-term disability 
Flexible Spending Account (FSA) available 
401K retirement plan with employer match 
Paid Time Off (PTO): 3 weeks the first year; 4+ weeks in years 2-4; 5 weeks after 6 years. 
Paid holidays: 10 designated holidays and 1 flexible “personal holiday” 
Parking permit or transit reimbursement 
Employee Assistance Program 
Thrift Store Discount (20% off regularly priced merchandise)
To apply, go to
William-Temple-House/. Both cover letter and resume are required. No phone calls, please.
Organization provides equal employment opportunities (EEO) to all employees and applicants for
employment without regard to race, color, religion, sex, national origin, age, physical or mental disability,
gender identity, sexual orientation, genetics, veteran’s or other legally protected status. In addition to
federal law requirements, Organization complies with applicable state and local laws governing
nondiscrimination in employment in every location in which the company has facilities. This policy
applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion,
termination, layoff, recall, transfer, leaves of absence, compensation and training

For more detail information, please refer official source from William Temple House on following link below :

Notes :
  • All application will kept strictly confidential.
  • Only short-listed candidates will be contacted.

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