Job Title: Office Manager, West Town Bikes
Position Description: Responsible for general office management including maintenance of the organization's financial records, donor records, development correspondence, organizational clerical requirements and communications with the public. Responsible for event planning/production, staff management and volunteer coordination. The Office Manager will also act as a public face for West Town Bikes, representing the organization while building partner relationships.
DUTIES AND RESPONSIBILITIES:
• Bookkeeping
- Maintains account receivables and payables (Quickbooks)
- Maintains systems for accurate and organized accounting records
- Tracks, records and maintains program contracts under the Executive Director and with the Program Manager
- Generates monthly, quarterly and year-end financial reports
- Maintains insurance policies and records
• Donor database Administrator
- Maintains donor database system and generates reports as needed
- Maintains accurate and timely record of donor and prospect information and gifts
- Generates appropriate correspondence with current and potential donors
- Communicates and interacts with donors as appropriate
• Office Maintenance
- Purchases and maintains office supplies
- Handles shipping and receiving
- Maintains office machines and liaisons with information technology technicians
- Maintains overall filing system (online and hard copies)
• Community Outreach/Communications
- Communicates and develops relationships with partners, members and volunteers
- Maintains and develops member/volunteer database and materials
- Maintains website changes and works with web designer for appropriate changes
• Correspondence/Clerical
- Coordinates organizational mailings
- Sends out communications to Board members, records Board meeting minutes and maintains Board records
- Writes letters and reports to foundations or corporate funders
• Human Resources
- Administers payroll under Executive Director
- Creates and maintains staff records and materials
- Liaisons with contractors, consultants, vendors
- Management of office intern
• Event Planning
- Files and maintains necessary permits and policies for events with state and private entities
- Maintains and develops relationships with sponsors and partners
- Leads and participates in event planning and execution
- Organizes Board and staff involvement in events
- Recruits, maintains and manages volunteer base for events
QUALIFICATIONS:
• Experience with Quickbooks, Microsoft Office and database applications
• Strong commitment to youth leadership, sustainable communities and bicycle transportation
• Bookkeeping, clerical and computer experience
• Associates degree or greater
• Office management experience
• Event planning/production experience
• Excellent organizational skills with high attention to detail
• Strong interpersonal skills & a friendly outgoing attitude with a desire to work with the public
• Ability to multi-task in a fast paced, ever-changing environment
• Respect for and a commitment to diversity, teamwork, and progressive social values
Benefits and Pay: $12.50 - $14.00 per hour starting. Increase and benefits to be offered upon a scheduled timely review.
START DATE: End of May/Early June
How to Apply: Send resume, cover letter and contact information for three references to
Alex Wilson – Executive Director
West Town Bikes, NFP
2459 W. Division St.
Chicago Il 60622
alex@westtownbikes.org
