Posted on April 3, 2012

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Office Manager

Duties and Responsibilities

Office Management

• Offer support for workplace as well as the organization's executive team;
  
• Coordinate administrative activities, retrieving, organizing and disseminating information to staff and participants;
  
• Maintain current physical and electronic office filing systems;
  
• Implement office policies and procedures, including standard operating procedure (SOP) and policy changes to improve operational efficiency;
  
• Assist with organizing orientations and training of new staff members;
  
• Monitor and maintain office supplies inventory, including ordering of supplies and equipment;
  
• Maintain a safe and secure working environment;
  
• Proactively manage upward to Executive Director (ED), including managing appointments, high level correspondence/communications, and managing calendars and travel schedules (domestic and international);
• Maintain Sauti Yetu’s contact and distribution lists and work with other Sauti Yetu staff to keep other contact databases updated;
  
• Manage Sauti Yetu's intern program, including task supervision for administrative and HR interns, as well as interviewing and selecting potential interns.
  

Administration

• Coordinate ED’s meetings and calls and directly assist in preparation and execution of Board of Directors and other Committee meetings;
  
• Assist with recruitment efforts, new hire orientations, on-boarding, and terminations;
• Provide general administrative support to program staff and management;
• Liaise with landlord and building management on any office-related issues;
• Liaise with outsourced IT consultant on all technology-related issues, including rapidly responding to staff problems, network outages;
• Set-up staff meetings and maintain staff calendar and organize team events;
• Provide general support for Sauti Yetu events as needed (especially around Sauti Yetu’s major conferences);
• Ensure office supplies are filled and office equipment is in working order.
  

Bookkeeping

• Support Bookkeeper in managing accounts payable, benefits administration and other HR/personnel requirements;
• Assist in processing Accounts Payable using QuickBooks;
• Maintain vendor and account records, and assist in audit preparation;
• Ensure compliance with Sauti Yetu corporate governance standards;
• Assist with marketing program including production of small special events, fundraisers, and other marketing initiatives including publications and promotional programs.

Qualifications and Experience

The ideal candidate will have at least :

• 3 - 5 years of professional work experience working for a non-profit businesses/organizations;
• Knowledge of accounting, human resources and business management principles and procedures;
• Familiarity with the New York City social service landscape;
  
• Knowledge of and experience using QuickBooks;
  
• Strong social media and strategic communications skills;
  
• Superior oral and written communication skills;
  
• Exceptional planning, organizing, and prioritizing skills;
  
• Extremely detail-­oriented and the ability to work independently;
  
• Excellent technology skills, including all Microsoft Office applications (Excel, Word, Power Point, Outlook);
  
• The ability to multitask effectively and be comfortable shifting/calibrating emphasis across the three work-stream functions as required on a day-to-day basis (i.e. across Executive Assistant/Office Manager/Bookkeeping functions).

Compensation and Benefits

Compensation is competitive and commensurate with experience, including full health care benefits and paid vacation.

Application Instructions

Please email a cover letter and resume to info@sautiyetu.org -­‐ NO phone calls or faxes will be accepted. The candidate must be prepared to make at least a 2 year commitment to this position. There is room to grow within the organization.

Sauti Yetu is an equal opportunity employer and strongly encourages applications from people of color, women, persons with disabilities and LGBTQ applicants.