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Office Manager

Greenwich, NY

Date Posted: January 30th, 2023 

Title: Office Manager

           

Overview

Comfort Food Community (CFC), founded in 2014, is a 501(c)3 nonprofit organization that works to address food insecurity in Washington, Warren, and Saratoga counties in upstate New York.

 

The Office Manager will organize and coordinate administration duties and office procedures. The role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness and communication. Ultimately, this manager should be able to ensure the smooth running of our organization, ensure adherence to company policy, and improve company procedures, especially day-to-day operations.

This is a full-time, 40 hours per week, at-will position with an hourly rate of $20 to $25 per hour. Comfort Food Community offers nine paid holiday days per year and an additional 15 days of paid time off (accrued hourly) for the first year of employment. This position is based at our offices in Greenwich, NY. Additionally, we pay 50% of a single-member gold-level health insurance plan from CDPHP for full-time employees.

Primary Role and Responsibilities

Finance:

  • Provide administrative support to the office, driving organizational success through the management of daily operations and special projects.

  • Manage the documentation of all expenses; work closely with the bookkeeper to ensure timely and accurate expense account entry into our financial system and ensure timely payment of invoices.

  • Ensure the timely and accurate entry of income to the financial system and bank based on the financial chart of accounts.

  • Conduct monthly account reconciliation in collaboration with the bookkeeper.

  • Review Admin email daily and distribute invoices

 

Human Resources

  • Provide coordination of human resource paperwork for the organization, including new employee office set-ups, record keeping, and the coordination of onboarding.

  • Serve as the liaison with the bookkeeper on payroll/benefit administration for current employees; ensure that all new hires are accurately added to the payroll and benefit systems.

  • Maintain an up-to-date employee handbook; ensure that all new hires are introduced to and are trained on CFC policies and procedures as necessary by position.

 

Administrative

  • Work closely with departments, making the Executive Director aware of issues and/or concerns.

  • Helps with donor management record keeping and fundraising, including events.

  • Handle matters expeditiously and proactively and follow through on projects to successful completion, often with deadline pressures.

  • Monitor, manage, and maintain office equipment and supplies; request repair or restocking when necessary.

  • Maintain accurate and up-to-date document files across all departments.

  • Produce reports as required.

  • Calendarize or otherwise institutionalize regular maintenance of buildings, vehicles, and other equipment.

  • Answers incoming internal and external calls and provides exceptional customer service by using critical thinking, problem solving, and/or forwarding the call to the appropriate department.

Organizational Values

Each employee upholds CFC organizational values, as follows:

  • Dedication and commitment. We are bound by our mission to feed people, and we are invested in minimizing the harmful impacts of hunger.

  • Fun! Humor heals. This can be emotionally taxing work and we remember to keep things light.

  • Honesty, trustworthiness, and integrity. At our core, we cannot do what we do without believing in each other.

  • Collaboration and teamwork. Fulfilling our mission is contingent on excellent cross-program communication.

  • Care, empathy, and support. We lead with kindness and compassion for all those we interact with.

  • Creativity and resourcefulness. How can we do our work in innovative ways that question the norm and get us further than ever?

  • Tolerance and respect. Our uniqueness is what makes us special and our collective understanding of this allows all to flourish.

  • Accountability and diligence. We are clear with our roles yet can side-step as needed. Our shared work ethic gets the job done.

Qualifications

  • Experience in an office environment.

  • Familiarity with QuickBooks and standard financial terms and procedures.

  • Proficiency in Microsoft Office applications (particularly Word and Excel) and 365 Operating Environment, including Microsoft Teams.

  • Ability to enter accurate records and keep accurate documentation.

  • Strong organizational and interpersonal skills.

  • Strong communication skills, both written and verbal.

  • Ability to work independently, meet deadlines, and successfully manage multiple tasks.

  • Skilled in problem-solving and navigating complex problems with multiple variables.

Reports to:                         Executive Director

Employee Type:                  Full Time, with benefits

Salary Range:                    $20 -$25 per hour

 

Work Environment

  • Office hours are generally Monday to Friday from 9:00 AM to 5:00 PM.  Some weekends and evenings.  

  • Work will be done on-site.

 

About CFC

Comfort Food Community (CFC) works to build community systems to alleviate rural food insecurity, improve health, and create a robust, sustainable local food system. We are headquartered in Greenwich, NY, a small town of about 5,000 people, in Washington County in the upper Hudson Valley. We provide food through a dynamic operation of programs. CFC operates with a paid staff of 12 and more than 75 volunteers. We promote a workplace that supports equity, diversity, and inclusion.

Please submit a resume and cover letter indicating why you are interested and qualified for the position to admin@comfortfoodcommunity.org.

Thank you for your interest!

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