The Family Pantry of Cape Cod is hiring! We're recruiting candidates for the part-time (16-24 hours per week) position of Office Manager. Compensation is competitive, depending on experience. If you're interested, email Christine Menard at cmenard@thefamilypantry.com, or call her at 508-432-6519. The Family Pantry is a wonderful place to work
The Office Manager coordinates all administrative activities involved in the operation of The Family Pantry of Cape Cod. This position will supervise and define administrative tasks performed by volunteers including Pantry database reports, thank you letters, and other correspondence. The Office Manager revises procedures or devises new processes to ensure efficient workflow through the use of trained volunteers.
An Equal Opportunity/Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.
The Family Pantry of Cape Cod is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.
Find the complete job description below:
Job Title: Office Manager
Department: Pantry Administration
Supervisor: Executive Director
Date: July 2024
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Job Summary:
The Office Manager shall be responsible for the coordination of all administrative activities involved in the operation of The Family Pantry of Cape Cod. This position will supervise and define administrative tasks performed by volunteers including Pantry database reports, thank you letters, and other correspondence. The Office Manager revises procedures or devises new processes to ensure efficient workflow through the use of trained volunteers.
Supervision Received: The Office Manager will be supervised by the Executive Director and is expected to follow and implement all policies adopted by the Board of Directors. A significant amount of independent decision-making is required, but the Executive Director must be consulted on unique or individual situations.
Supervision Given: The Office Manager will provide supervision to all volunteers and clerical staff working in the administrative offices.
Duties and Responsibilities:
Analyzes and organizes all office operations and procedures. Accuracy and attention to detail are paramount.
- Donation Tracking - Takes appropriate action regarding all incoming mail. Supervises the tracking of all donations through the donor database, including training an adequate number of volunteers to support fluctuating input demand throughout the year
- Donor communications – Supervises and trains volunteers to use the donor database to produce a uniform and timely response to all donations
- Accounts Payable – review all incoming bills, matches with invoices and codes for the bookkeeper. Passes on bills to ED for approval
- Volunteer Coordination – Defines volunteer roles, in partnership with ED.
- Engages volunteers regularly to review current programs and solicit ideas and opinions on organizational needs
- Supervises preparation of the Board of Director books annually or as needed
- Delegates the preparation of reports for the monthly board meeting
- Assures compliance with all necessary federal, state, and local regulations
- Assists ED in preparation of tax records, as needed, that are associated with the annual tax audit
- Maintains office records and develops systems to meet the needs of the business. Manages office files including annual boxed storage of files retained for multiple years
- Project manages special events - works with ED and pantry staff/volunteers and outside vendors to delegate workload as needed
- Manages all office supply needs- delegating tracking and order writing to trained volunteer
- Telephone Answering and Routing – Delegates and trains volunteers to answer phones
- Coordinates all bulk mailing – Manages and trains volunteers to complete on a timely basis
- Monitors the working condition of all office equipment and arranges for necessary repairs. Provides training on equipment for all office volunteers
Education and Experience Preferences
- 3 years’ experience in office administration and supervision
- Little Green Light donor software experience preferred
- Proficient in Excel software and excellent proficiency in Microsoft Word
- Experience with QuickBooks software a plus
- Strong communication (written and verbal)
- Strong interpersonal skills required to politely deal with clients and volunteers
- Ability to independently prioritize and function smoothly under pressure and within deadlines
- Ability to work special events when needed
- Ability to lift 15-20 pounds comfortably