Office Manager

3 weeks ago

Edmonton, Canada Edmonton Down Syndrome Society Full time

**About Us**

The Edmonton Down Syndrome Society (EDSS) is a charitable organization that serves families in the Greater Edmonton Area and beyond, from Red Deer to Lloydminster, Grande Prairie, Fort McMurray, and the Northwest Territories.

We are committed to supporting people with Down syndrome and their families through programming, information, resources and connecting members with peer-to-peer support.

In Edmonton, we operate a 4,100-square-foot Family Centre where we offer on-site therapy programs like speech language, behaviour, occupational, and physical therapy; family resources and counselling; lifestyle and learning programs; musical theatre; social groups and the coordination of our Visiting Parents’ Teams and recreational programs like fitness, bowling, basketball, and hockey. Our centre is also home to the **Joey Moss Literacy Centre for Excellence.**

**Our Mission**

Is to benefit people with Down syndrome and their families by providing information and support, facilitating services, and promoting inclusion through public awareness and advocacy, in collaboration with community partners.

**Our Vision**

A community that values all people with Down syndrome and supports them in achieving their full potential.

**Our Values**
- Diversity in our board, staff, volunteers, and membership
- Dignity, respect, and equality for all people
- The inclusion of people with Down syndrome in society
- The excellence and commitment of our board, volunteers and partners in their roles supporting the rights and abilities of people with Down syndrome.

Job Overview

The Office Manager is responsible for organizing and coordinating office operations and procedures to ensure organizational effectiveness and efficiency. Reporting to the Executive Director, the Office Manager will have strong people skills, be able to manage a wide variety of administrative and clerical tasks and be proficient with phones and computers and the use of Microsoft Office software, including Word, Excel, PowerPoint and Google Suite and CRM or donor databases. This position will be responsible for financial administration including invoicing, payment processing, reconciliations, scheduling appointments, and making bank deposits. This position is also responsible for implementing marketing strategies including a weekly e-newsletter, social media and website management.

GENERAL RESPONSIBILITIES:
Administration
- Attends monthly Board of Directors meetings, records minutes and maintains corporate records.
- Small project management and administration of office daily appointment schedules.
- Implement, manage, and maintain record keeping, confidential files, purchasing and inventory control systems.
- Prepare and maintain current membership, donor and supplier contact lists.
- Maintain a professional corporate filing and storage management system.
- Maintains a resource library system.
- Manage office equipment, maintenance and service contracts
- Manage the schedule for activities and meetings within the EDSS office.
- Perform duties as the health and safety representative for the management team.
- Other duties as assigned.

Financial Duties
- Manages the proper administration of accounts (receivables, payables, deposits, petty cash, and expense claims).
- Perform accounting and bookkeeping duties including payment processing, invoicing,
- Manage tax-receipt processing, including receiving and recording donations and preparation of tax receipts promptly.
- Coordinate and ensure all funder/donor/sponsor invoicing and reporting requirements are fulfilled as specified and that reports are submitted on time.
- Prepare invoices and receipts for families regarding therapy, activity or social events, as necessary.
- Maintain an accurate record of work hours, vacation time, sick leave and appointments for EDSS Staff.
- Maintains files of receipts, contracts and reports required for annual financial audit.

Marketing & Communication
- Maintains the reception desk area of the facility and provides a welcoming environment for guests and families in a courteous and professional manner.
- Creates a wide variety of member/donor/sponsor communications including social media and the organization’s websites and all digital platforms. (Facebook, Instagram, LinkedIn, Twitter, Canada Helps, 32Auctions, and others as required)
- Supports organizational marketing strategies to help build relationships with existing and prospective member/donors/sponsors.
- Creates and shares timely communication to membership regarding current program offerings and information sharing.
- Develop and distribute EDSS weekly e-newsletter to members and communities of interest.
- Coordinate EDSS-sponsored events and activities, including registration, ticket sales, facility preparation, provision of supplies, cash floats and ensuring office supplies and amenities are available.
- Assist with third-party events as required.

**Qualifications**:

- Accounting/Marketing/Busine

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