Office Manager

Mission and Values

The mission of the Latino Center of the Midlands is to enhance the lives of the Heartland Latino Community by supporting the education and development of our youth and adults;

Department Summary

The Workforce, Education and Innovation department

Job Description

Manages a variety of general office activities by performing the following duties personally or through subordinate supervisors.

Essential Duties and Responsibilities include the following.

Financial Support

  • For Accounts Payable:
  • Completes and processes check requisition forms for the Operations Director and/or Executive Director to approve.
  • Sets-up, manages and reviews Divvy.
  • Safeguards and prepares monthly reports of the credit card statements for the LCM Credit Card.
  • Requests and files W 9 forms.
  • For Accounts Receivable:
  • Deposits checks and cash into the agency’s bank account. On the deposit ticket, appropriately designates deposits according to budget items.
  • Reviews and requests the monthly statement of the PayPal account. Transfers money to our Checking account.
  • Prepares draft of invoices for the accountant.
  • Keeps track of in-kind donations and volunteer hours.
  • Maintains a petty cash system.
  • Organizes and keeps accounting files.
  • Assists the CFO with the annual audit.
  • Tracks inventory of assets.

Human Resources Record Management

  • Implements, manages and maintains record keeping, confidential personnel files.
  • Reviews and approves timesheets and PTO requests for subordinates.
  • Adds new employees and personal information to TSheets.
  • Posts new positions on Indeed.
  • Completes hiring paperwork and registration of new employees.
  • Schedules and coordinates EAP training.
  • Coordinates the renewal of staff’s benefits and completes staff registration – Gallagher. Supports the Executive Director in the coordination of new benefits for the staff.
  • Assists the Executive Director and the Operations Director in reviewing Employee Handbook policies/procedures.

Administration

  • Coordinates the renewal of building and commercial insurances.
  • Supervises the Receptionist and assists the reception time, when necessary.
  • Supervises the cleanliness and maintenance of the building and coordinates with contractors.
  • Executes or coordinates the purchase of administrative supplies.
  • Maintains and monitors administrative files which include: vendors files, contracts, agreements, grants awards, and other legal filings.
  • Receives mail and packages and ensures appropriate distribution.
  • Works closely with vendors to guarantee that building’s systems keep fully operational (phone system, internet, AC/Heater, etc.)
  • Keeps record of login information of different websites/softwares/systems and executes the renewal of subscriptions (Bitwarden).
  • Monitors surveillance system.
  • Supports the Executive Director, Operations Director and/or Program Directors with meetings and special events to be hosted in the building.
  • Supports the Executive Director in sending the information for the Staff meetings and Board of Directors meetings.

IT

  • Manages Google Suites and provides general support to staff. Coordinate with vendors when needed.
  • Coordinates with vendors to keep office equipment fully operational (computers, copiers, telephones, etc.)
  • Performs other tasks as assigned.

Competencies

Use of Technology – Demonstrates required skills; troubleshoots technological problems.

Problem Solving – Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions.

Customer Service – Responds promptly to customer needs; responds to requests for service and assistance.

Communications – Exhibits good listening and comprehension; keeps others adequately informed.

Organizational Support – Completes administrative tasks correctly and on time.

Qualitfications

Education and/or Experience

Bachelor’s degree from four-year college or university; or one to three years related experience and/or training; or equivalent combination of education and experience.

Proficiency in Spanish and English preferred, but not required.

Language Proficiency

Proficiency in Spanish and English preferred, but not required.

Language Proficiency

Proficiency in Spanish and English preferred, but not required.

Certificates, Licenses, Registrations

Prior certification in education and/or educational administration required, current certification preferred.

Physical Demands

The physical demands described here are represntative of those that must be be met by an employee to successfully perform the essential functions of this job.

Reasonable accomodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the esssential functions of the job.

The noise level in the work environment is usually moderate.

Job Type:Full-time

Pay: Based upon experience

Benefits:

  • Dental insurance
  • Employee assistance program
  • Health insurance
  • Life insurance
  • Paid time off
  • Parental leave

Schedule:

  • 8 hour shift
  • Monday to Friday

Language:

  • Spanish (Preferred)

License/Certification:

  • Teaching Certification (Required)

Work Remotely:

  • No
Job Category: Administration
Job Type: Non-Profit Organization Management
Job Location: Omaha Nebraska

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