Office Manager; Accountant Administrative Assistant

The Poudre Heritage Alliance (PHA) is the managing entity for the Cache la Poudre River National Heritage Area (Cache NHA), with its administrative offices located in Windsor, CO. The Heritage Area includes 45 miles of the river corridor, from the Roosevelt National Forest to the confluence of the Poudre with the South Platte River. PHA serves a population of over 600,000 people in Larimer and Weld Counties through its programs that PROMOTE history and culture, ENGAGE the public in the river corridor, and INSPIRE learning, preservation, and stewardship.

The Office Manager ensures smooth running of our company’s operations and finances. The Office Manager position requires excellent time management skills, process orientation, attention to detail and accuracy. The office manager will undertake administrative duties ensuring the Executive Director and other staff has adequate support to work efficiently.

The tasks of the office manager include bookkeeping, payroll, benefits administration, purchasing, vendor management, and other clerical office duties required in a small business. The ideal candidate will be competent in prioritizing tasks, self-motivated and demonstrate strong personal integrity. Occasional evening and weekend activities may be necessary. This is a full-time, salaried position offering a full benefits package.

Works under the general supervision of the Executive Director. May be assigned staff, volunteers, or interns to supervise at the discretion of the Executive Director but generally does not have supervisory responsibilities.

The following duties and responsibilities are illustrative of the primary functions of this position and are not intended to be all-inclusive. This position may complete other duties as assigned. The Office Manager will develop a standard operating procedure manual for all duties and responsibilities.

• Maintain record of all financial transactions for the organization including revenue, expenditures, reimbursements, donations, payroll, credit card expenditures, receipts, etc.
• Reconcile cash receipts, accounts receivable, monthly bank statements, reviews balance sheet activities
• Prepares deposits and ensures payments are posted to appropriate ledger accounts
• Submit timely billing, invoices, and preparation of grant reimbursement forms
• Assist with various annual reports, including but not limited to monthly financial statements, board reports, audits, tax filings, data reports, etc.
• Collaborate with Executive Director and staff to prepare annual budget and actively maintain program budget to actuals
• Manage and receives W-9’s though the year for year end 1099

• Ensure timely and accurate processing of payroll transactions including salaries, benefits, garnishments, taxes, and other deductions
• Ensure timely and accurate processing of payroll updates such as new hires, terminations, and updates to wages and benefits
• Ensure compliance with federal, state, and local payroll, wage, and hour laws and best practices
• Facilitate audits by providing records and documentation to auditors
• Identify and recommend updates to payroll processing software, systems, procedures, and policies

• Ensure accuracy of all benefits enrollments to provide vendors with accurate eligibility information
• Assist with new-hire orientations
• Assist employees with benefits claims and plan changes
• Assist with open enrollment process
• Process and administer leave of absence request and disability paperwork
• Respond to and process 401k inquiries, enrollments, and contribution distributions

• Provide mail and communication support- answering incoming phone calls, checking voicemails, receiving mail, supporting bulk mailing
• Coordinate vendor management and update organizational status as needed (IT, SOS, etc.)
• Assist with new hire onboarding
• Responsible for CRM database data entry, account clean up, and report/list generation
• Perform digital mail mergers to personalize mass communications, letters, and labels from database lists
• Coordinate…