Office Manager

2 weeks ago

Thunder Bay, Canada St. Andrew's Dew Drop Inn Full time

**Job Summary**

Reporting to the Executive Director, the Office Manager is responsible for providing support to the Board of Directors; and assisting the Executive Director in managing day-to-day operations.

**Duties & Responsibilities**
**Support to Board of Directors**
- Provides administrative support to the Board of Directors including preparation of agendas, minutes, and related documentation.
- Records and maintains the official records and minutes of the organization ensuring legal compliance and availability upon request to authorized individuals.
- Ensures board members have access to the proper resources to carry out the fiduciary responsibilities of the Board.
- Assists the Board President with the Orientation for new board members.
- Organizes and facilitates board and committee meetings as well as the Annual General

Meeting ensuring appropriate notice is given.

**Day-to-day Operations**
- Works collaboratively with and assists the Executive Director with managing the day-to
- day operations ensuring legislative requirements are met and contractual obligations with grants are fulfilled, policies and procedures are consistently applied and updated, and a high level of service standards are maintained; assists with special and capital projects.
- Manages correspondence, is responsible for the timely and accurate completion of bookkeeping, accounting, and payroll functions; ensures all required financial reporting is completed in a timely and accurate manner; and coordinates the annual audit.
- Coordinates the development of the operating and capital budgets; monitors the budget, prepares monthly analyses of results, variances, and trends; and provides regular reports to the Board, Executive Director, and departmental managers.
- Maintains corporate and financial records and gift cards, ensuring they are secure, accurate, up-to-date, and complete, meeting the requirements of the auditor and outside agencies; ensures confidentiality of personnel, client, donor, and volunteer data.
- Manages donor database, issues charitable receipts, and prepares required reports and charitable returns.
- Keep abreast of federal, provincial, and municipal developments, laws and policies that may affect the financial and human resources operations of the organization.
- Manages IT support and upgrades, provides technical support, and ensures software licensing is current.
- Manages Health & Safety compliance for the Dew Drop Inn - Keeping all training up to date, updating any policies that need to be updated or added, keeping the Health & Safety Board up to date, recording all incidents and accidents, and keeping the first aid kits filled.
- Manages the purchasing of Office Supplies and Office Equipment.
- Manages Log Sheets for Meals/Volunteers, ensures that monthly statistics are reported monthly to the Executive Director, the Board, Links2Feed and anyone else requiring monthly patron statistics.
- Assists with the development of marketing and communications plans; updates the website, communication/promotional materials, and social media. Including designing brochures, newsletters, and posters on Cavna.
- Assists with fundraising activities as required; responsible for day-to-day administration of the Online Auction (Auctria), Christmas Campaign, and Foundation/Corporate Appeals.
- Assists with Hiring & Orientation of New Employees

**Leadership**
- Responsible for managing the Executive Directors assignments in his/her absence, including acting as spokesperson for the agency to the media and other external parties.
- Liaises with government agencies, financial institutions, suppliers, service providers and associated social agencies as required.
- Actively participate as a member of the Leadership Team, undertaking responsibilities as assigned.

**Knowledge & Skills Required**
- Financial Acumen.
- Excellent communication and problem-solving skills.
- Ability to analyze and revise operating practices to improve efficiency.
- Superior organization and team coordination abilities and dedication to completing tasks in a timely manner.
- Detail oriented and comfortable working in a fast-paced environment.
- Ability to set priorities and manage workload with mínimal supervision.
- Pleasant outgoing personality with strong traits of compassion, patience, and thoughtfulness.
- Leads by example demonstrating corporate values in an enthusiastic manner to achieve results individually and through team participation.
- Competent within the meaning of the _Occupational Health and Safety Act_

**Education & Experience**:

- Post-secondary school degree/diploma in business administration, human resources, finance, or relevant field; or an equivalent combination of education and experience combined with at least three years’ of previous experience in a similar management or supervisory role, preferably in a non-profit environment including experience with customer service and client communication.
- Ability to understand

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