Office Manager

Part-time – 16 hours/week
Financial Management –
• Manage and record accounts payable/receivable, process payments and receipts, process checks, prepare bank deposits, prepare monthly financial statements
• Prepare and provide information to the external accountant for financial reviews/audits and tax information forms
• Serve as staff representative on ACLA Finance Committee (evening meeting attendance required, usually virtual)
• Assist with preparation of annual budget
• Comply with local, state, and federal government reporting requirements

Human Resources Support –

• Manage the logistics of hiring, onboard, and offboarding employees
• Administer and process monthly payroll
• Manage staff benefit programs, including PTO, Oregon Saves retirement, and health care
• Manage personnel records
• Maintain relationship with contracted HR firm to ensure documents and processes comply with labor laws

Office Management –
• Manage office supplies, janitorial supplies, equipment maintenance, and vendor relationships
• Manage incoming mail and correspondence, including processing invoices, responding to administrative-related inquiries, and escalating items as needed
• Manage organizational accounts, passwords, and administrative-related files (hardcopy and online)
• Lead document retention and compliance tracking for the organization
• Maintain relationship with insurance brokers and oversee the various aspects of insurance for the library and association, including, but not limited to Directors & Officers (D&O) and general liability policies
• Facility management

Partner and Staff Support –
• Support the Board of Directors and committees, including meeting logistics, maintaining records of minutes and committee notes, follow up on meeting action items, etc.
• Provide administrative support for library operations
Library Director Support –
• Support with administration, including scheduling and coordination of meetings, note taking if board members are not available, and document management
• Support with research, creation of reports, and written materials
• Manage records for all contracts and grants
Other –
• Special projects and other administrative duties as assigned