Office Manager Job Description
Our mission is to provide heaven on earth for farm animals with nowhere else to turn. We inform, inspire, and empower the community, especially children, on ways in which we can better care for ourselves and the environment while helping animals in need. We advocate for a kind and compassionate lifestyle that protects animals, the earth, and our own health. The Office Manager will be a key part of bringing our mission to life every day.
This is a varied, fast-paced position requiring excellent organizational skills and a gift for developing authentic, warm interpersonal relationships. The Office Manager will be responsible for day to day Finance, Human Resources, Project Management, and Administrative Support / Management activities. S/he will work closely with all levels of the Sanctuary Management Team. This position reports to the Business Operations Director and serves as a member of the Management Team. This is an evolving position and job duties may grow and change over time.
(This portion of the job is estimated for 55% of work time.)
- Manage and implement financial processes and policies for the organization (total operating budget over $1M).
- Pay invoices, deposit donations, and enter payables and receivables into accounting system (currently QuickBooks Online); monitor accuracy of data entry and categorization and ensure links to/from various data sources are intact and working correctly. Process and validate cash from donations, events, and petty cash use.
- Work in coordination with Business Operations Director to compile quarterly and annual reports for the Executive Director and Board of Directors.
- Coordinate and lead the annual financial and workers comp audit processes, liaise with external auditors, provide materials and information necessary to complete the audits. Complete post audit remediation directives.
- Oversee and lead annual budgeting and planning process in conjunction with the Business Operations Director and Executive Director; administer and review all financial plans and budgets; monitor and report on progress and changes; and keep leadership team abreast of the organization’s financial status.
- Manage bank balances, transfer and track funds in coordination with the Business Operations Director.
- Maintain and monitor bookkeeping processes.
- Communicate with the Business Operations Director and Executive Director frequently to keep them up to date of financial status. Report weekly, monthly, and quarterly on income and expenses.
- Create, update and implement all necessary business policies and accounting practices; create simple and user-friendly SOPs for business, financial, and administrative policies and processes.
- Liaise with external tax professionals to complete and file annual 990.
- Oversee compliance for state registrations.
- Track and submit sales tax collected on merchandise sold.
- Track and manage in-kind donations and tangible gifts.
(This portion of the job is estimated for 30% of work time.)
- Lead, manage, and implement all human resource programs and practices for 11-person (and growing) team.
- Work together with the Business Operations Director to analyze and maintain the sanctuary compensation program (pay rates, bonuses, 401K employer contribution, PTO and holidays, vision/dental/health benefits) and adjust as necessary.
- Administer payroll, submit bi-weekly payroll, submit employee 401K contributions, annual W2 and 1099 review and distribution, liaise with payroll service provider to keep local tax collection and submission current, manage PTO tracking, employee deductions and reimbursements.
- Create and revise job descriptions.
- Work together with Business Operations Director to analyze and oversee timely implementation of the organization’s performance evaluation program and adjust as necessary.
- Develop, revise, and recommend personnel policies and procedures.
- Maintain and revise the company’s handbook on policies and procedures annually or as needed
- Manage benefits administration.
- Oversee recruitment efforts- write and place job ads, screen and interview candidates.
- Onboard new employees-send offer letters, execute the signing of agreements, enroll in payroll and benefits, review personnel handbook and organizational policies, set up email address, personnel file, and issue job related equipment.
- Conduct employee exit process-collect letter of resignation, terminate benefits on appropriate schedule, close email account and forward to appropriate personnel, collect sanctuary equipment and materials, conduct an exit interview, confirm current contact information for forwarding purposes.
- Be an open approachable supportive resource for all team members and sanctuary supporters.
(This portion of the job is estimated for 10% of work time.)
- Oversee Administrative Assistant and act as a back up for administrative duties.
- Create and implement systems to keep the team efficient and organized as needed.
- Maintain corporate documents and files.
Outreach, Development, & Education
(This portion of the job is estimated for 5% of work time.)
- Assist with events and sanctuary tours as needed.
- Assist Education staff as needed.
- Assist Business Operations Director to manage grants, compile reports and maintain records.
The Office Manager is part of the sanctuary’s management team. This requires that the incumbent represent Indraloka well by being ethical, responsible, kind, interpersonally effective, punctual and motivated to go above and beyond the call of duty. The incumbent must also be highly detail-oriented and organized with excellent analytical and problem-solving abilities. It is important that s/he displays excellent verbal and written communication and interpersonal skills. Everyone on the Indraloka team, including the Office Manager, is sometimes required to work evenings, holidays, and weekends.
- Passion for the mission required.
- Bachelor’s degree required.
- Kindness and compassion for all life is required.
- The ability to advocate effectively for a plant-based, cruelty-free lifestyle is required.
- 4+ years experience working in a business or administrative management capacity, preferably within non-profit organizations, with key area of expertise in farm animal rights, the environment, and education.
- Financial literacy and understanding of nonprofit accounting is required.
- Knowledge of tax and other compliance implications of non-profit status is needed.
- Proficiency in Excel and Quickbooks necessary, PowerPoint and presentation skills a plus.
- Budget development and oversight experience is required.
- Ability to manage multiple projects and priorities independently, work efficiently and effectively with daily distractions while sharing an office space with animals and other team members.
- Ability to prioritize, problem solve, and execute sound judgment.
- Excellent interpersonal skills and ability to work collaboratively with internal and external partners to manage the scope, strategy, requirements and implementation of projects.
- Exceptional organizational, written/oral communications skills.
- A demonstrated commitment to high professional ethical standards and a diverse workplace is necessary.
- Patience and flexibility to function effectively within a growing and developing organization.
Compensation and Details
This position begins immediately and is based in our Mehoopany, PA office. The sanctuary is transitioning to a new location in Dalton, PA. We anticipate that within one year the Office Manager will work out of an office at the Dalton location. The Office Manager is a full time, salaried position. We offer a competitive benefits package, including health, vision, dental, and life insurance, a 401K plan, paid time off, and flexible scheduling.