Camp High Hopes' Office Manager

Posted: 06/02/2022

Camp High Hopes
Office Manager

For details, go to 
https://camphighhopes.com/get-involved/year-round-opportunities/.

Job Description
 
Job Title:   Office Manager
Classification: Exempt, Full-time
Required to live onsite at camp:  No
Reports to:  Executive Director
 
Qualifications:

  • Bachelor’s Degree
  • Minimum 3-5 years of experience in managing a business office.
  • Minimum 3-5 years of experience in general accounting, including account receivable, accounts payable, account reconciliation, processing of financial reports, and processing payroll.
  • Minimum 3-5 years of experience in general human resources, including processing of new hires.
  • Minimum 3-5 years of experience in Medicaid (or insurance) claims submissions.
  • Minimum 3-5 years of experience in establishing and managing business office processes and procedures.
  • Minimum 3-5 years of customer service experience and general clerical experience.
  • Minimum 3-5 years of experience and intermediate-level knowledge in utilizing Microsoft Office software (including Access, Excel, Word, and Outlook) and Quickbooks (or equivalent accounting software program).
 
Position Purpose:
To further the mission of the camp by managing the business office and office support staff in order to ensure an efficient, productive, and quality business office.
 
Essential Job Functions:
 
  1. Manage the general operations of the business office in order to ensure efficiency, productivity, and quality control. Develop and implement office processes and procedures and revise as needed in order to increase quality and reduce errors. Supervise and provide direction and training to office support staff.
  2. Manage and provide visitor, phone, and email reception providing courteous, knowledgeable and professional assistance. 
  3. Manage and maintain office equipment. Inventory and purchase of office supplies.
  4. Create custom reports and documents as needed.
  5. Prepare for and participate in management meetings.
  6. Record minutes at meetings, including Executive, Finance, and Board of Directors meetings.
  7. Manage the processing of camper enrollment forms and associated paperwork, invoicing, customer communication, and internal communication.
  8. Develop, implement, and manage to the document retention and destruction policy.
  9. Handle highly confidential matters/information concerning donors, staff and the corporation. Act in a professional, supportive, and caring manner to internal and external staff and campers.
  10. Coordinate travel arrangements for all employees to seminars/conferences; including completing hotel registrations, flight arrangements, and seminar/conference registration needs.
  11. Exercise a great deal of independent judgment and decision-making. Maintain compliance with personnel policies and procedures and behave in a manner consistent with all corporate compliance policies and procedures.
  12. Complete special projects and perform other duties as assigned, including assisting at special events. 
  13. Work with Managed Care Organizations and case workers for all Medicaid and Medicaid Respite Care Waiver policy compliance and payment.
  14. Regular and punctual attendance at location determined by employer.
  15. Be at work on time and clean in appearance.
 
Accounting/Finance
  1. Manage and reconcile cash and credit card accounts.
  2. Process accounts payable and manage to tax exempt laws, including establishing new vendor accounts and managing 1099 and W-9’s.
  3. Prepare and process accounts receivable activities, including Medicaid claims/payments, database and accounting software documentation, and donor thank you process.
  4. Process and review financial reports and take action on accounts as needed.
  5. Prepare and process payroll, including timesheet management, employee expense reimbursement submissions, PTO documentation, and W-2 preparation.
 
Human Resources
 
  1. Complete full onboarding of new hires including processing of background checks and screenings, data entry of new employee data and completion of forms, and coordination of the needs of the new hire such as phone, keys, etc.
  2. Complete, verify and process forms and documentation for administration of benefits such as unemployment and medical insurance.
  3. Provide information to employees on payroll matters, tax issues, PTO and benefit plans.  Coordinate annual benefits fair at the direction of the Executive Director.
 
Other Job Duties:
  • Other duties as assigned.
Relationships:
Reports to the Executive Director. Works closely with all management staff.

Equipment and Structures Used:
Equipment and structures used, but not limited to, includes: computer, calculator, telephone, labeling machine, copier, printer, shredder, laminator, and general office equipment.
 
Knowledge, Skills, and Abilities:
  • Ability to manage and train people.
  • Ability to work in a busy office environment with frequent interruptions.
  • Knowledgeable in general accounting principles.
  • Skilled in the area of process development and implementation.
  • Ability to interact with all staff, customers, and donors.
  • Ability to work nights and weekends, as needed.

Physical Aspects of the Position:

  • Ability to communicate and work with staff, customers, and donors.
  • Physical requirements of an Office Manager include sitting, standing, some bending, and reaching. Requires eye-hand coordination and manual dexterity to manipulate office equipment.  Requires normal range of hearing and eyesight to record, prepare, and communicate information to staff/customers. Requires the ability to lift up to 25lbs. 
 
 
 Benefits include health insurance, vision insurance, dental insurance, 401K match, paid time off, and more. To apply for this position, please send resume and cover letter to smorgan@camphighhopes.com