Office Manager

Job Description

The Office Manager is the primary administrative person in a small, collegial, and hardworking office. The Office Manager will have responsibility for maintaining all major office systems including physical plant, finances, and personnel matters. The Office Manager will be part of the management team and integral to all aspects of NAPW's development and strategic planning.

OFFICE MANAGER

OUR MISSION

The National Advocates for Pregnant Women (NAPW) is a small, non-profit organization dedicated to securing the human and civil rights, health and welfare of pregnant and parenting women, and furthering the interests of their families. NAPW seeks to ensure that women do not lose their constitutional and human rights as a result of pregnancy, that addiction and other health and welfare problems they face during pregnancy are addressed as health issues, not as crimes; that families are not needlessly separated, based on medical misinformation; and that pregnant and parenting women have access to a full range of reproductive health services, as well as non-punitive drug treatment services.

By focusing on the rights of pregnant women, including those who are continuing their pregnancies to term, we hope to broaden and strengthen the reproductive justice movement in America today. We also recognize that the issues of drug policy reform, race, and class in America are central to our work. Therefore, NAPW collaborates with a broad range of civil rights and progressive organizations for a more just society.

Job Description

The Office Manager is the primary administrative person in a small, collegial, and hardworking office. The Office Manager will have responsibility for maintaining all major office systems including physical plant, finances, and personnel matters. The Office Manager will be part of the management team and integral to all aspects of NAPW's development and strategic planning.
Major Duties and Responsibilities:
• Managing all office finances, including,
o bookkeeping for all accounts payable and receivable, including
o individual donations by mail and on-line, and
o foundation grants;
o administering payroll and benefits programs,
o preparing for annual audits;
o preparing budget and financial reports for board, grant proposals and other reports;
o overseeing petty cash and credit card use;
o coordinating with independent auditor, outside financial management consultants as needed, and with NAPW fundraising staff and consultants
• Managing office and board insurance issues including workers compensation, general liability and directors and officers' insurance, and fulfilling non-profit reporting requirements;
• Managing all office operations, including maintenance of office equipment and systems (telephones, computers/IT/copy machine, postage meter), maintaining inventory and supplies, and other aspects of the NAPW physical plant, (cleaning, security, recycling, etc.,)
• Managing all Human Resource matters including,
o preparation and distribution of job notices and initial receipt of applications, coordinating interviews,
o new employee processing and orientation, including training in office systems,
o maintaining personnel files,
o scheduling evaluations,
o maintaining office calendar,
o identifying staff training needs
• Maintaining and updating office manuals (financial, personnel, benefits, and general operations) and creating, as needed, new materials describing NAPW procedures and standards,
• Maintaining and creating (as needed) filing & information flow systems, including mail,
• Managing a 4D database of 4,000+ contacts, individual donors and legal case information,
• Managing on-line and regular activist and fundraising mailings, coordinating recordkeeping and acknowledgements for individual donors,
• Supervising administrative staff generally and all staff specifically regarding office financial and personnel procedures and systems,
• Evaluating and making recommendations regarding administrative support needs, and recruiting, supervising and inspiring administrative interns,
• Participating in management team planning, evaluation and capacity building efforts,
• Assisting with substantive projects, relating to fundraising, conference planning and events, and public education/communications, as time and skills, permit.
Qualifications:
Successful candidates will hold at least a college degree or its equivalent, and possess:
• At least 5 years of office management experience, preferably in non-profit organizations,
• Commitment to NAPW mission,
• Financial management experience including bookkeeping and experience with Quickbooks or similar bookkeeping program,
• Knowledge of and experience with web, interactive and on-line communications systems,
• Excellent communication skills and ability to recognize needed areas of training for self and staff
• Ability to work in a Mac computer based environment,
• Ability to manage staff,
• Willingness to be flexible, capable of multi-tasking, and a sense of humor,
• Fluency in Spanish is a plus.

Salary Commensurate with Experience

APPLICATION INSTRUCTIONS:

Please send a cover letter, and a resume, to: resumes.napw@gmail.com. At least two references from immediate supervisors are required.