An Office Manager directs administrative staff and manages workflow in a business office. Supervises clerical work, tracks office supplies, oversees maintenance for office equipment and manages budget for office expenses. May hire and train staff.
The Office Manager is the administrative heartbeat of the Four Mounds Foundation and the HEART Program. This role ensures seamless daily operations, robust financial tracking, organized project workflows, and vibrant community engagement. More than an administrative professional, the ideal candidate is deeply invested in the mission of Four Mounds and passionate about supporting the youth we serve. By maintaining efficient organizational systems, fostering community relationships, and managing administrative logistics, this role creates a supportive environment where our programs, staff, and youth can thrive.
Key Responsibilities Administrative & General Office Duties Communication Management:
Act as the primary point of contact; answer phone calls, monitor general inboxes, and manage physical and digital correspondence.
Document & Record Management:
Process, scan, and file invoices, and sensitive documents in compliance with record retention schedules and electronic filing systems (SharePoint).
Supply & Vendor Logistics:
Monitor, order, and replenish office supplies, trade instructor materials, and printer/copier supplies. Update vendor lists, contact details, and account access credentials.
Policy & Manual Maintenance:
Maintain and update organizational policies, employee handbooks, handbook acknowledgments, and Emergency Preparedness Manuals.
Financial Support & Payroll Processing Payroll & Stipends:
Verify and prepare bi-weekly timesheets for staff, hourly employees, and students (including PTO tracking). Process staff payroll and student stipends, deliver stipend checks, track stipends for students in the high school HEART program.
Receipt Reconciliation & Expense Tracking:
Code and track receipts, manage monthly account reconciliation reports, track on-account charges, and maintain master transaction reports.
Invoicing & Billing:
Generate and manage invoices.
Donations & Deposits:
Process bank deposits, manage credit card sign-outs, record incoming donations and issue acknowledgment letters.
Generate, monitor, update, and close maintenance task reports using Maintenance Connection to support groundskeepers and facilities staff.
Project Meetings:
Coordinate and track project lists and schedule weekly status meetings to ensure operational alignment and team schedules.
Home Modifications Administration:
Oversee administrative workflows for Home Modification projects, including downloading documents, contract signatures, trades instructor folder preparation, and tracking.
HR & Onboarding Support Employee Onboarding:
Process new employee paperwork, assist with onboarding, and ensure proper routing of documentation to external partners.
Benefits Administration:
Facilitate paperwork for eligible staff and submit forms to financial advisors/payroll processors.
Actively manage and update online volunteer requests, promote volunteer opportunities within the community, and recruit individuals and groups to support organizational initiatives.
Volunteer Onboarding & Retention:
Coordinate volunteer scheduling, orientation, and engagement strategies to build a reliable and valued volunteer network.
Recognition:
Help plan and execute the annual Volunteer Appreciation Luncheon and implement ongoing recognition efforts to retain dedicated volunteers.
Marketing & Social Media Digital Presence:
Maintain and update social media platforms (e.g., Facebook, Instagram) to highlight program activities, youth achievements, volunteer efforts, and organizational updates.
Brand Advocacy:
Assist in creating engaging content, photos, and basic promotional materials that communicate Four Mounds' mission and build community awareness.
A heart for service, youth development, and community impact.
Administrative Expertise:
Proven experience in office management, basic bookkeeping, payroll, or administrative support roles.
Technical Proficiency:
Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) with strong Excel skills (data entry, merging files, reporting). Familiarity with digital file management systems (e.g., SharePoint) and database/CRM tools (e.g., DonorSnap, Maintenance Connection) or an ability to learn custom software quickly.
Communication Skills:
Excellent written, verbal, and interpersonal skills; able to engage warmly with youth, staff, donors, and community members.
Organization & Detail Orientation:
Outstanding multitasking skills, meticulous attention to detail, and the ability to prioritize tasks independently.
