OFFICE MANAGER (FULL-TIME)

Major Responsibility: Under general supervision, plans and oversees all fiscal/administrative support; human resource management; office services; assists the Executive Director and board of directors in a variety of administrative details; maintains confidentiality of privileged and sensitive information.

Reports to: Executive Director

Work Hours: Monday-Friday, 8am-5pm or as needed

Duties and Responsibilities:

• Performs secretarial and clerical duties for the Executive Director, board of directors and other senior staff members, relieving them of a variety of clerical and routine administrative duties.
• Maintain confidentiality of privileged and sensitive information.
• Prepare and maintain a variety of records and files including information of a confidential nature.
• Handle daily cash balancing of sales drawers; making bank deposits and process credit card deposit, maintain appropriate amount of cash for daily operations.
• Processes accounts payable/receivable; supply accountant with necessary information to produce monthly financial statements; review and interpret said documents to insure accuracy of information.
• Maintain daily sales records for all revenue producing areas and create comparison reports.
• Attend finance committee meetings and supply committee with monthly financial reports; prepare fiscal budget with help of committee members; act as a liaison between committee and accountant.
• Provide information to and work with auditors for annual audit of Society funds and activities.
• Assist other staff members in Zoo special event planning and implementation.
• Compile and write articles for the Society's quarterly newsletter.
• Compose members, letters or other materials independently or from rough draft; prepare agenda items from oral or written instructions.
• Review and proof documents, records and forms for accuracy, completeness and conformance to applicable rules and regulations.
• Compose correspondence; report information in person or by telephone where judgment, knowledge and interpretation of policies may be necessary.
• Receive visitors, schedule appointments, screen visitors and phone calls and refer to appropriate staff members.
• Maintain all general contribution records and correspondence.
• Maintain all records of Red River Zoological Society membership programs and process premiums and renewals.
• Train and provide work direction and guidance to others as assigned.
• Operate a computer to enter and retrieve data, maintain records and generate reports; utilize word processing, spreadsheet, database, graphics and other software required by position.
• Sort and process all mail.
• Order and maintain office equipment and supplies.
• Attend all board of director's meetings and record minutes.
• Review and update website information and review for accuracy.
• Establish and maintain positive staff and public relations image.
• Perform other related duties as assigned.

Knowledge Requirements:

• Laws, rules and regulations related to assigned activities related to confidentiality of privilege information.
• Organization, policies and rules of the Red River Zoological Society.
• Record keeping techniques.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• Oral and written communication skills.
• Operation of a computer programs to include word processing, spreadsheet, database and graphics applications.
• Basic understanding of accounting principles and ability to interpret financial documents, including income statement, balance sheet and budget analysis.

Ability to:

• Perform responsible secretarial and clerical work with speed and accuracy.
• Type at 55 net words per minute from clear copy.
• Learn and apply the policies, rules and regulations of the Red River Zoological Society.
• Operate a variety of office equipment such as typewriter, calculator and copier.
• Operate a computer including applicable software programs.
• Understand and follow oral and written directions.
• Work cooperatively with others.
• Meet schedules and time lines.
• Plan and organize work.
• Maintain records and prepare reports.
• Work confidentially with discretion.
• Communicate effectively both orally and in writing.

Minimum Qualifications: AA Degree in business, accounting or related field. Experience of a closely related nature may be substituted.

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