Office Manager

Status: Full-time (40 hours/wk) or Part-time (20 hours/wk)
Salary: $24.00-$27.00/hour depending on qualifications
Benefits: Full-time employees (32-40 hours/week) are fully eligible for benefits including: Health insurance (100% of premium covered for employee), life insurance, short-term disability insurance, approx. 180 hours/year of paid time off, 10 paid holidays, and regular employer-paid training opportunities Part-time employees (less than 32 hours/week) are eligible for paid time off (prorated based on number of hours worked), 10 paid holidays, and regular employer-paid training opportunities
Location: Minimum 2 days per week in office; some remote work negotiable
Schedule: Monday-Friday 8:30-5:00; occasional evening/weekend hours required
Reports to: Eh Tah Khu and Alexis Walstad, Co-Executive Directors

Position Description: KOM seeks a driven, highly organized professional to join our team as the Office Manager. This newly created position will support KOM’s leadership team (two co-executive directors and two program directors) to carry out core functions and create procedures that help the organization run smoothly. The Office Manager will impact over 30 staff and 2,500 clients who rely on KOM for a broad range of services, including finding jobs and housing, improving their health, reaching educational goals, and accessing community resources. This position is designed for one full-time (40 hours/week) or two part-time (20 hours/week) staff. The Office Manager’s responsibilities include:

Finance (approx. 40%)

  • Prepare weekly financial activity documentation for bookkeeper including bank and credit card activity, accounts payable, accounts receivable, and semimonthly payroll activity
  • Open mail, scan invoices, and prepare check deposits
  • Process bimonthly payroll and employee expense reimbursements
  • Generate monthly allocation reports for payroll, agency van operations, and photocopies
  • Assist bookkeeper & co-executive director with documentation for contract monitoring and fiscal audits

Human Resources (approx. 20%)

  • Assist leadership team with HR-related systems and processes including updating and publishing job postings, updating job descriptions and performance review forms, reviewing job applicants, and facilitating employee benefit enrollment and changes
  • Support new employee setup and employee termination, including phone, IT, business cards, keys, onboarding paperwork, and orientation materials
  • Arrange logistics for staff training events and retreats
  • Maintain employee birthday and anniversary calendars; plan employee recognition gifts and activities

Operations (approx. 40%)

  • Check KOM’s general email daily and respond to email and phone inquiries
  • Manage Karen Culture Presentation requests; update PowerPoints with current information as needed
  • Assist staff with research and bid requests for purchasing needs
  • Manage contract records and renewal calendars for organization insurance and other vendor contracts
  • Assist staff in troubleshooting IT problems and communicating with IT vendors
  • Assist leadership team to create and maintain office procedures, including safety procedures, accessibility accommodations, file retention and disposal procedures, etc.
  • Ensure external organization profiles are accurate and up-to-date (e.g. Charities Review Council, Guidestar, United Way 211, etc.)
  • Attend biweekly staff meetings and take meeting notes
  • Maintain board of directors records (e.g. rosters, biographies, orientation materials, meeting packets)
  • Other duties as assigned

Minimum Qualifications:

  • Associate’s Degree plus at least 2 years of experience in an office/administrative setting OR High School Diploma (U.S. or international) with at least 4 years of experience in an office/administrative setting
  • High level of competency in Word, Excel, Outlook, PowerPoint, and database applications. Must be able to perform Excel functions including summation, averages, percentages, charts, and pivot tables.
  • Must be able to work in KOM’s office at least two days per week to process mail and manage in-office activities. Remaining hours are negotiable based on KOM’s need and employee performance.

Desired Competencies (Knowledge, Skills, & Behavior):

  • Highly attentive to detail, including an ability to produce accurate, timely written and financial reports
  • Project management experience, including team communication and using project management tools
  • High ethical and professional standards, including a commitment to data privacy and adherence to organization policies and procedures
  • General understanding of accounting principles and nonprofit financials preferred. Training on organization systems and policies will be provided.
  • Experience in office management, accounts payable/accounts receivable, human resources, and/or customer service preferred
  • Strong written and spoken communication skills in English required. Proficiency in other languages spoken by refugee populations (e.g. Karen, Karenni, Burmese, Pashto, Dari, Ukrainian, Spanish, French) desirable but not required.
  • Demonstrated ability to work cross-culturally and commitment to diversity, equity, and inclusion
  • Knowledge of human services networks in the Twin Cities preferred. Training and resources will be provided.

To Apply:

Please submit a resume, cover letter and 3 professional references to: humanresources@mnkaren.org. Position open until filled.

 

The Karen Organization is an Equal Opportunity Employer. All qualified applicants and employees will be considered for employment and advancement without regard to gender, race, ethnicity, national origin, age, religion, disability, sexual orientation, marital status, or any other basis protected by applicable laws. This policy applies to all employment practices and terms and conditions of employment, including, but not limited to: promotions, transfers, compensation, terminations, training, and participation in KOM-sponsored benefits or programs. Employees and applicants should raise any concerns they might have regarding possible discrimination or harassment with KOM’s Co-Executive Directors.

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