Friends of the Chicago River
Title: Office Manager
Reports to: Executive Director
Revised: December 2017
Friends of the Chicago River seeks an Office Manager to oversee the day to day on-site operations of this award winning organization and ensure that all systems are running efficiently and effectively and all employees have the tools they need to do their jobs well. The Office Manager must be extremely organized, capable of multitasking at all times, and be trustworthy and able to handle sensitive and highly confidential information. The right candidate will be friendly, proactive, loyal, and have experience supporting an executive director or similar position.
As the only organization exclusively dedicated to improving the Chicago River, Friends seeks an individual who is committed to the environment and views the river as an important part of the history, culture, and future of the Chicago region.
Finance and Administration
Serve as organizational bookkeeper, maintaining FundEZ financial software on a regular basis
Manage accounts payable process including review of incoming financial documentation and distribution to cost center managers for review and approval; process all invoices and reimbursements for payment through bookkeeping system; printing, sending and filing of payment checks; ensure timely processing of payments
Manage accounts receivable process including working with staff to create and send invoices for services and sponsorships
Review incoming bills and other financial documentation; distribute invoices to appropriate cost center managers for review and/or redistribution to key staff daily
Create and distribute monthly cost center reports from the accounting system for staff
Create month end statements for electronic payment methods, including credit card, ACH and EFT, for the accountants to prepare the month end close
Review cash deposits and daily income reports from the development assistant, deposit cash funds into the bank, and record deposits in accounting system
Ensure the office is running smoothly at all times and staff have the resources they need to achieve their goals
Oversee the purchasing of office supplies
Serve as main point of contact for office issues including office equipment, supplies, technology, and space
Serve as ongoing liaison with the office of the building regarding ongoing space and building issues
Serve as technology lead and work with consultants to proactively ensure that computers, servers and printers are properly functioning at all times
Oversee the purchasing, leasing, support, maintenance of office equipment and vendor
Oversee all vendors and contractors who service the organization including negotiating contracts in conjunction with the executive director and managing costs
Ensure entire office is orderly and well managed
Maintain and implement employee benefits programs. Inform employees of benefits by studying and assessing benefit needs; work with benefits broker to review benefits programs and create annual cash flow projections for employee and employer contributions; recommend benefit programs to executive director; manage enrollments and terminations of employees; educate the staff about benefits options and provide guidance throughout the year.
Oversee the administration all personnel issues including orientation of new employees; ensure staff are adhering to office policies and procedures; oversee closure of benefits and compensation for exiting employees
Manage monthly staff meetings which includes planning the agenda, soliciting program reports, providing meeting notices, and taking and circulating meeting minutes
Oversee personnel month end activities including collection of timesheets and reimbursements
Maintain and update master time off calendar for all staff; send quarterly updates to supervisors to ensure employees are taking their time
By the direction of executive director, implement office policies that enhance and improve the work dynamic in the office
Assist executive director as requested.
The position requires a seasoned administrative professional who has the experience and vision to manage the office and ensure that everything operates smoothly. This includes five or more years of human resources, finance, and office management experience. Other requirements include:
Demonstrated ability to work on multiple projects concurrently while achieving deadlines and results in a fast paced environment
Excellent oral and written communication skills
Outstanding analytical skills and great attention to detail
Strong computer skills, including accounting software (preferably Fund EZ), database fluency, and Microsoft Office suite
Organized, flexible, and self-directed individual who is willing and able to pitch in with both high-level strategies and the fundamental details of operations-specific implementation
Willingness and ability to serve occasional nights and weekends
Intent to support Friends of the Chicago River in the long term
The ability to serve with alacrity
Friends offer excellent benefits including medical insurance, generous paid leave, and a retirement match after two years of employments. Salary commensurate with experience.
Email resume, cover letter, salary requirements, and three professional references as PDF files to the attention of Margaret Frisbie, Executive Director at firstname.lastname@example.org or Friends of the Chicago River, 411 S. Wells, #800, Chicago, IL 60607
Please NO calls, faxes or emails (other than emails presenting resume and cover letter).