Administrative Office Manager in Tampa, Florida at Cornerstone Family Ministries Inc

About the Role:

Cornerstone Family Ministries Full-Time Administrative Office Manager will oversee the daily operations of our office. The successful candidate will be responsible for ensuring the smooth running of the office, managing and completing administrative tasks, and providing support to the executive director and leadership team as needed. The role requires a high level of organization, attention to detail, and the ability to multitask in a fast-paced environment. The ideal candidate will be a proactive problem solver with excellent communication skills.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Minimum Qualifications:

• Excellent organizational and time management skills
• Strong interpersonal skills
• Proficient in Microsoft Office Suite
• Proficient use of a CRM or donor database
• Experience with the following areas where general support will be required: HR and Benefits Support, Customer Relations, Facilities & Vendor Relations
• Strong Written and Verbal Communication Skills – particularly the writing of letters
• The Gift of Hospitality

Preferred Qualifications:

• Experience in the non-profit arena
• Experience with Volunteer and Donor Relations
• Experience with project management

Responsibilities:

• Thanking and Banking
  • Process, distribute Mail and provide follow-up in a timely manner
  • Coordinate weekly Donations, Pledges, and Deposits with Accountant
  • Record all donations in Bloomerang CRM and prepare and mail timely thank you letters and tax receipts weekly
  • Reconcile donations with accounting office weekly and monthly
  • Prepare and mail annual giving statements to donors
• Employee Relations and Human Resources Support
  • Responsible for coordinating and supporting budgeted employee events and activities
  • Serve as the key staff member who handles coordination of our ADP Workforce Now platform for self-serve benefits and other HR resources including coordination with our benefits broker.
  • Maintain Payroll Calendar
  • Coordinate and Lead Annual Employee Open Enrollment and New Employee Benefit Enrollments
  • Coordinate Onboarding of New Staff and Entry into ADP Workforce Now
  • Coordinate Monthly New Employee Orientations with Leadership Team
  • Coordinate fingerprinting of staff and volunteers
  • Maintain employment files
  • Handle Workers Comp and Unemployment Claims
• Day to Day Office Operations & Administrative Tasks
  • Oversee the day-to-day operations of the office, coordinating meetings and insuring hospitality, taking minutes and maintaining office supplies
  • Maintain the Organization Outlook Calendar knowing what is happening on all three campuses at all times.
  • Provide administrative support to the Executive Director and assist senior management as needed. This support includes but is not limited to drafting correspondence, preparing reports, and conducting research
  • Organize and maintain electronic and hard files for as outlined in the organizations records retention policy and as needed for our annual audit
  • Maintain a safe and secure working environment for all staff and visitors
  • Manage administrative volunteers, ensuring that all tasks are completed accurately and on time.

Skills:

The Administrative Office Manager uses their excellent organizational and time management skills to ensure the smooth running of the office. Their strong supportive leadership and interpersonal skills are key to managing, supervising and retaining administrative volunteers. Proficiency in Microsoft Office Suite is essential for this role as well as other databases used in our work (Bloomerang, Qgiv, ADP Workforce Now, etc), as is the ability to develop and implement office policies and procedures. Preferred qualifications include experience in the non-profit sector, working effectively on teams and as a team lead, and project management. Overall, this role requires a proactive problem solver with excellent communication skills who can multitask in a fast-paced environment.

SUPERVISORY RESPONSIBILITIES:

This job has no supervisory responsibilities for direct reports.

EDUCATION AND/OR EXPERIENCE:

• Bachelor's degree in Business Administration or related field or equivalent
• 3+ years of experience in office management or related field
• Previous administrative experience in a non-profit or fundraising environment

CERTIFICATES, LICENSES, REGISTRATIONS:

None required.

OTHER SKILLS AND ABILITIES:

COMPETENCIES:

To perform the job successfully, an individual should demonstrate the following competencies:

1. Team Player - Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Supports everyone's efforts to succeed. .
2. Work Quality - Strives for efficient, effective, high quality performance in self; delivers timely and accurate results.

1. Communication - Connects with peers, subordinates and customers, actively listens, clearly and effectively shares information, demonstrates effective oral and written communication skills.

1. Representation of CFM Mission, Vision, & Values - Serves as an ambassador of Cornerstone’s mission, vision, and guiding values in word, behavior, and professional practice.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to maintain a stationary position over 50% of the time; constantly operate a computer and other office productivity machinery, such as a computer printer, phone; frequently communicate with others where one must be able to exchange in dialog and communicate accurate information. Must be able to detect and utilize information presented verbally, on computer screens and/or printed documents. The employee may occasionally lift and/or move their computer equipment (up to 10 pounds).

The noise level in the work environment is usually moderate.