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Office Manager

Organizational Overview

Harvest Stand Ministries is a faith-based, non-profit organization providing support and resources to those in need for over 20 years. Those that interact with us experience grace, compassion, love and mercy as we walk along side them, discipling them from experiencing crisis to contributing to our world in meaningful ways. We offer a food pantry, clothing and help create pathways and connections to resources via community partnerships. We help people navigate through rivers of systems and processes to find the best way forward.

Position Overview

The Office Manager will provide administrative support to the Executive Director and Client Services Navigator, supplies information, maintains files, schedules appointments, prepares correspondence and reports, and relieves other HSM of minor administrative and business details. Answers the telephone, screens calls, orders and distributes office supplies, is responsible for HSM computer and office equipment, and does post on HSM social media channels. 

Essential Functions

  • Administrative

      • Answer and direct all phone calls
      • Organize and schedule staff meetings and staff appointments
      • Maintain HSM contact lists
      • Assist in the preparation of regularly scheduled reports 
      • Develop and maintain the organizations filing system(s)
      • Submit and reconcile expense reports
      • Provide general support to visitors
      • Research and creates presentations
      • Handle multiple projects
      • Prepare and monitor invoices
      • Write letters and emails on behalf of the Executive Director and other HSM staff
      • Handle sensitive information in a confidential manner
      • Develop and update administrative systems to make them more efficient
      • Receive, sort and distribute the mail 
      • Manage HSM’s petty cash account 
      • Maintain supplies inventory by checking stock to determine inventory levels, anticipating needed supplies, placing and expediting orders for supplies, verifying receipt of supplies.
      • Manage all HSM keys (doors and vehicles) and distribution
  • Communications

      • Responsible for HSM quarterly newsletters publication and mailing
      • Manage HSM social media posts
      • Oversee HSM webpage design and content
  • Programming

      • Manage and be primary contact for all food and clothing drive programs and request
      • Assist in the preparation of regularly scheduled reports 
  • Development

      • Management and accuracy of the donor data base DonorView
      • Draft and process financial and food donation thank you
  • Technology

      • Ensure operation of office equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
      • Oversee operation and problem solving of HSM technology equipment; act as liaison with technology supplier
  • Other

      • Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies
      • Contribute to team effort by accomplishing related results as needed

Qualifications

  • Proven administrative or office manager experience
  • Knowledge of office management systems and procedures
  • Excellent time management skills and ability to multi-task and prioritize work
  • Attention to detail and problem-solving skills
  • Excellent written and verbal communication skills
  • Strong organizational and planning skills
  • Proficient in MS Office
  • At least 3 years of experience in the field or in a related area
  • High school diploma or equivalent; college degree preferred

Compensation

Compensation is competitive and commensurate with experience.

The Office Manager reports to and is reviewed by the Executive Director.

Harvest Stand Ministries is an Equal Opportunity Employer (M/F/D/V).

This job description has been designed to indicate the general nature, and essential duties and responsibilities of the work performed by the Office Manager. It is not a comprehensive inventory of all duties, responsibilities, and qualifications to do this job.

Interested parties are invited to apply for this position to craig@harveststand.org. Note that all applications should include a cover letter and resume.