We’re looking for our next Office Manager

Title: Office Manager
Status: Regular
FLSA Classification: Non-Exempt
Hours: 1.0 FTE
Salary: Minimum $22/hr starting
Reports to: Director of Finance and Administration
Supervisory Responsibilities: No supervisory responsibilities

Position Summary: Oregon Environmental Council’s Office Manager oversees the day-to-day operations of our physical and virtual office. This involves facility and equipment management, general office administration, executive assistance to the Board and Executive Director, human resource responsibilities, payroll administration, and general support across the whole organization.  The Office Manager is the “glue” for our operation, acting as a central point of contact and connection for our staff, Board, community partners and other stakeholders.  The Office Manager fosters staff camaraderie, and plays a vital role in creating and maintaining an equitable and inclusive culture at OEC.

Essential Duties and Responsibilities:

Facility, Equipment and Information Technology (~35%)

  • Serves as liaison with building managers regarding maintenance, security, rent, and lease terms
  • Maintains general comfort, attractiveness and safety of common areas
  • Leads the safety committee and keeps staff up-to-date on safety protocols
  • Assesses and makes recommendations regarding office system needs (copier, printers, telephones, postage meter, etc.)
  • Administers cloud-based phone system accounts
  • Ensures that all furnishings, equipment, supplies, and office support systems are in place and in working order
  • Manages all needs associated with company vehicle, including maintenance, parking, cleaning, scheduling
  • Negotiates vendor agreements for equipment and services in compliance with sustainability and procurement policies
  • Manage logistics associated with virtual workplace
  • Maintains a functional storage area
  • Maintains inventory of hardware and software assets
  • Co-administers various software tools: Zoom phones & meetings, Dropbox file management, Slack internal communications, Google email and drive
  • Serves on internal “IT Support” team, troubleshooting common hardware, software, and office system problems for colleagues as needed

Office Administration (~20%)

  • Greets visitors, answers and routes calls, responds to public inquiries
  • Opens & distributes mail
  • Deposits checks
  • Prepares checks for signature and mailing
  • Reconciles company credit card(s)
  • Maintains physical and electronic filing: AP, contracts, general organizational records, etc; implements record retention policy
  • Prepares applications and other forms for annual insurance and tax renewals
  • Provides other administrative support as needed

Executive Assistance for Board of Directors and Executive Director (~15%)

  • Schedules and coordinates logistics of board meetings
  • Prepares packets for potential and new board members
  • Schedules and coordinates new board member “orientation” visit to the office
  • Takes minutes at board meetings
  • Coordinates annual online board self-evaluation
  • Keeps board lists updated and shared as appropriate, including on our website
  • Maintains all board records
  • Assists Executive Director as needed

Human Resources (~20%)

  • Holds impromptu events to facilitate merriment
  • Schedules and provides event organizing for offsite staff sessions and retreats
  • Acknowledges birthdays and anniversaries of staff
  • Plans farewell parties/gifts/cards
  • Manages recruiting process for OEC job openings: determines where to post job openings tracks job applications, ensures applicants know their application has been received and receive final word on their status once a hire has been made
  • Works with the hiring team to ensure the process is inclusive and attracts diverse candidates
  • Manages onboarding and offboarding for all employees
  • Maintains personnel folders and tracking of HR-related data
  • Manages benefit enrollments, changes and terminations; reviews and approves benefit invoices
  • Coordinates performance evaluation process for each employee
  • Circulates internship/volunteer resumes to relevant staff

Timekeeping and Payroll (~10%)

  • Manages all aspects of the monthly pay cycle:
    • updating and distributing timesheet templates
    • inputting hours worked into online third-party processing system
    • creating and maintaining employee profiles (including recurring earnings & deductions)
    • preparing retirement contributions, and filing all related records

Qualifications:

Required Experience and Education

  • Minimum three years of office management or similar experience

Required Skills, Abilities and Qualities

  • Confident and poised with the public; good phone skills and front office presence
  • Assertive with vendors and able to monitor performance
  • Strong clerical skills, including office systems in general, typing, cost tracking and basic math
  • Proficient with Microsoft Office programs and Google Suite
  • Database and spreadsheet experience (preferably Salesforce and Excel)
  • Strong organizational and time management skills; ability to work under pressure; ability to manage multiple projects while keeping a “big picture” strategic view
  • Keen problem-solving skills; ethic of continuous improvement
  • Self-motivation and initiative; ability to work independently; entrepreneurial approach
  • Performance-oriented mindset with a strong work ethic and commitment to achieving goals
  • Detail-oriented with high standards for accuracy
  • Excellent interpersonal skills; an eagerness to work collaboratively in a dynamic team environment; positive, flexible attitude
  • Excellent communications (verbal and written)
  • An understanding of the concepts of institutional and structural racism and bias; a commitment to advancing equity, diversity and inclusion within the organization and as part of the position
  • A passion for OEC’s mission
  • Energized to support Oregon Environmental Council’s Values and Beliefs and workplace culture as described in our Team Charter
  • Ability to maintain strict confidentiality of sensitive organizational information

Desirable

  • Experience working in a non-profit setting with a mission-driven staff and board

Other Requirements

Travel: This position requires occasional travel, including the possibility of overnight travel.

Work Schedule: Work hours are typically stable and within a standard workday. During Covid-19 OEC staff are working from home and hours can be flexible based on need. This role requires the ability to be flexible about one’s schedule and work hours, including occasional evening and weekend hours associated with board meetings and events.

 Physical: This job operates in a professional open-floor office environment with a moderate level of noise associated with personal conversations and office machinery. The employee must be able to see, hear and talk and have the physical ability to move around, lift light objects, and use standard office equipment such as computers, phones, photocopiers and filing cabinets.

Benefits and Amenities: OEC offers a collaborative, team-oriented, flexible, family-friendly workplace. Excellent benefits include four weeks of paid vacation annually (three the first year) and generous health insurance for employee and family. You will learn a lot, laugh a lot, and feel great about helping Oregon communities become better, healthier places to live.

To Apply:

This position will be open until filled, but we will start to review applications on Feb. 18, 2021. Please complete the following 2-step process
1.     Click on this link and fill in your name, phone, email and information about where you heard about this position.
2.  Click on this link to submit your resume & cover letter as one single pdf document. Please title the document “<Last name>, <First name> – OEC Office Manager

ADA Accommodations: If you identify as a person with a disability and would like to request a reasonable accommodation when applying for this job, please email info@oeconline.org or call 503-222-1963 x100 for assistance.

Equal Employment Opportunity: Oregon Environmental Council provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, gender assignment, gender identity or expression, national origin, (dis)ability status, genetics, protected veteran status, sexual orientation, or any other characteristic protected by federal, state or local laws. 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. 


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