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Posted: Saturday, July 8, 2017 12:04 AM

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Company Name: Greenville Literacy Association

Job Function: Office/Administrative/Clerical
Job Type: Part-Time

TITLE: PART-TIME, OFFICE MANAGER
LOCATIONS: Greenville, SC
REPORTS TO: Executive Director

MAJOR OBJECTIVES:
• Ensure the smooth and accurate execution of administrative support to the agency.
• Provides administrative support to the Executive Director, Program Director and Board of Directors.
• Direct technical activities and support for the agency’s main site and satellite sites
• Assist with oversight of facilities operations for all Greenville Literacy physical locations.
• Assist with human resources needs and daily financial activities.
• Assist in fundraising and outreach for the agency

RESPONSIBILITIES:
1. Board of Directors
a. Assists Executive Director in preparing Board meeting materials. Notify all board members of meeting, providing advance materials via email at least 10 working days prior to each meeting.
b. Obtains RSVPs of all board members for each meeting and maintains official attendance records of Board meetings.
c. Notifies caterer of head count at least 3 days prior to meeting and tracks member’s lunch payments.
d. Prepares board meeting room and restores room to original order following Board meeting. Assist with meeting room reservations as needed.

2. Financial Management
a. Prepare and code all incoming funds for the bookkeeper, including foundation dollars, annual fund checks, tutor registration fees, and student registration (program) fees. Tutor and student registration fees are to be collected from Program Managers, recorded – along with any scholarships, and prepared for the bookkeeper within one week of receipt.
b. Prepare all billing invoices and expense requisitions in preparation for the bookkeeper on a weekly basis to ensure strong financial accountability to the Executive Director and the Board of Directors. Ensure checks are signed and mailed.
c. As needed, provide updates to GLA staff on financial management guidelines, including: requisitions, travel requests and petty cash management.
d. Download program fee report from Intuit, and Amazon statement and provide to bookkeeper on regular basis.
e. Assist with grant tracking, reporting and journal transfers.
f. Oversee and process Donor Perfect recurring gifts.
g. Serve as backup to Development Coordinator on gift entry process, donor acknowledgement, and donor database.
h. Serve as backup to Executive Director for payroll processing and State Department of Education reimbursement submissions.

3. Fundraising And Development
a. Provide guidance on technology and resource materials needs and costs to Executive Director and Development Coordinator as part of grant application process.
b. Serve as GLA representative with United Way and serve as campaign coordinator for UW annual fundraising campaign
c. Serve on the Annual Book Sale Steering Committee with responsibilities that include, but are not limited to: Coordinator of the agency’s book sale logistics (e.g. AV, rentals, etc.); Manager of book sale collections during the promotional time period starting in June; Manager of Greenville County School System spring book drive. Also responsible for tracking volunteers in spreadsheet and serving as additional contact for book room volunteers. Serve as backup to book sale timeline / project manager. Future additional responsibilities may include securing volunteers, full project management of the book sale timeline, and supervision of the Summer Book Sale intern.
d. Prepare Preview Party invitation and list for bulk mailing. Track and record payments and prepare final list of attendees. Send thank you tax receipt to attendees and non-attendee donors.
e. Assist with additional events and direct mail details as requested.

4. Technical Support & Facilities Management
a. Provide guidance for all technology hardware and software purchase and management decisions
b. Troubleshoot technical problems for both staff and computer lab technology. This includes, but is not limited to computers, printers, software, copiers and telephone systems.
c. Serve as primary contact for IT, phone, cleaning, recycling, and McAlister Square.
d. Maintain asset inventory and update annually for audit. Recommend disposal of equipment, replacement or addition to physical inventory.
e. Maintain clean environment for students and staff.

5. General and Administrative
a. Supervise PT Front Desk Receptionist and as requested certain interns. Ensure coverage of front desk duties and timely opening of office daily at 8:30am. As backup to PT Front Desk Receptionist, pick up GLA mail each morning and deliver to recipients.
b. Collaborate with program staff to evaluate and order resource materials in a timely manner that ensures student and tutor materials are available as needed. Use financial
responsibility to ensure that funding provided for resource materials is applied in the most cost efficient manner.
c. Assist Executive Director with human resources requests and paperwork as needed.
d. Maintain front physical bulletin board and digital board.
e. Assist as needed with agency reports and records.
f. Maintains sufficient office supplies for all learning centers.

6. Additional Responsibilities
a. Work together with all GLA staff, board and volunteers to accomplish the mission of the agency.
b. Ship Amazon books on Fridays and as needed when Bookroom volunteers are not available.
c. Support Annual Awards event including but not limited to collecting data, supporting logistical needs including securing tassels and gowns, and compiling invitation list.
d. Other duties as assigned.

QUALIFICATIONS: Minimum of a Bachelor’s Degree or comparable experience in a field related to business, non-profit management and computer technology. Ability to communicate with people from a variety of socio-economic backgrounds.

CORE COMPETENCIES:
1. Analytical Thinking – Applies logic to solve problems and get the job done.
2. Attention to Detail – Has strong follow through with accuracy.
3. Technology Competency – Is skilled at operating computer and other technology.
4. Continuous Education – Pursues professional development and training.
5. Ethics – Has personal and professional ethics and fosters a diverse and respectful workplace.
6. Management Skills – Financial and people management as well as the management of information on several levels. Ability to train and coach others.
7. Flexibility – Ability to adapt to changes while keeping focus on goals and apply knowledge to new circumstances.
8. Initiative – Ability to obtain information from several sources to address present needs.
9. Interpersonal Awareness – Ability to have and show empathy to others. Listens well and responds in a non-threatening way.

WORK REQUIREMENTS: The Office Manager will work a minimum of twenty-eight (28) hours per week, which usually consists of seven (7) hour days, four (4) days per week. Additional hours could be necessary to accomplish responsibilities of the job. You will be eligible for overtime for hours worked beyond forty however, it is expected that your normal work week will average 28 hours.

LOCATION: The primary work location will be the main office of GLA. However, travel to satellite sites to manage technology and facilities maintenance will periodically be necessary.

INTRODUCTORY PERIOD:
Introductory period will be three (3) months from date of hire. The employee will be reviewed at the end of 90-day introductory period. No introductory period is required for employees transitioning to a different position. Evaluations will be conducted by the Executive Director, executed orally and documented in writing with a signature of the employee required.

Please submit cover letter and resume to: slaughter@greenvilleliteracy.org.

• Location: Greenville, Greenville, South Carolina

• Post ID: 18693908 southcarolina
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