Office Manager

Description

Full-time, Salary

Monday through Friday, 8am-4pm

The Office Manager ensures seamless organizational operations by providing comprehensive administrative support to YWCA and staff. Responsibilities include effectively managing payroll processing and reconciliation, accounts payable workflows, facilities administration, and executing human resources administration tasks to support the overall organizational efficiency.

• Uphold and promote the YWCA Mission.
• Maintain compliance with state standards.
• Adhere to established policies and procedures.
• Contribute to fund development efforts for support of all programs and the overall Association.
• Provide support to other departments and staff.

• Review employee time cards, and liaise with supervisors to ensure accuracy.
• Process payroll bi-weekly for all employees, including both hourly and salaried staff.
• Communicate with payroll company regarding any issues or questions related to payroll.
• Collaborate with Director of Operations, as needed, to ensure payroll accuracy.
• Assist with payroll reconciliation and post journal entries to accounting system.

• Process employee expense reports and pay with bi-weekly payroll.
• Ensure checks and cash received are processed and deposited in a timely manner.
• Oversee revenue posting to accounting system.
• Oversee the preparation of monthly journal entries and account reconciliations.
• Research and resolve accounting discrepancies, as needed.

• Assist with sourcing, and scheduling external service contractors and vendors for specialized work. Maintain an accurate contracts list with ongoing maintenance needs (i.e. annual inspections, scheduled walk-throughs, etc.) and coordinate services with in house facilities staff.
• Review vendor contracts for quality of work product, budget compliance, annual renewals, etc.
• Assist with creation and maintenance of facilities and office supplies inventory, organizational depreciation plan, document retention/shredding logs, and provide suggestions for cost-savings related to facilities management.

• Post and remove all internal and external job postings.
• In coordination with hiring managers, recruit, screen, and facilitate the hiring of qualified job applicants for open positions.
• Maintain active job descriptions for all positions in the organization.

• Lead and process new hire onboarding in the HR system, including, job offer documents, I-9 documentation, E-verify, reference checks, background checks, drug screening, etc.
• Coordinate with hiring managers on all new hire onboarding materials, such as, technology set up, scheduling start dates, and any other pertinent information.
• Conduct new hire and intern orientation for all incoming employees and interns.
• Coordinate with the Leadership Team to monitor compliance with organization-wide and program-specific employee training requirements.
• Review, track, and document compliance with required training and continuing education.
• Oversee and maintain the employee professional development request process.

• Ensure employee compliance with YWCA HR policies and procedures.
• Maintain current knowledge of state and federal labor, employment laws, EEOC guidance, requirements from referral and funding sources, and ensure organizational compliance with applicable laws, regulations and requirements.
• Monitor, maintain, and enhance the Human Resources Information System (HRIS) to maximize utilization and streamline Human Resources functions.
• Maintain accurate and complete employee records in HRIS, such as hiring, terminations, leaves of absences, disciplines, annual…