Office Manager

Careers In Nonprofits•Hillside, IL

18d•Onsite

About The Position

The Office Manager supports the Alliance to End Homelessness in Suburban Cook County through office administration, grant administration, resource development, human resources, and finance tasks. The role manages office services and records, supports the Executive Director and Board of Directors, coordinates meetings and events, and handles confidential information. It also prepares and maintains grant applications and records, supports donor communications and event logistics, maintains personnel records, and assists with payroll and other financial processes. This is a full-time, salaried, exempt position based on-site in Hillside, Illinois, with occasional work remotely or in the community. The schedule is Monday through Friday during standard office hours. The position reports to the Senior Director of Finance and Operations and has no direct reports. The employee must be able to work independently and collaboratively with staff and stakeholders, and to support the Alliance’s mission and values, including its commitment to anti-racism, anti-oppression, cultural humility, and diversity.

Requirements

High school diploma or equivalent.
Five to seven years of overall professional experience.
Computer literacy, including knowledge of database systems and the Windows environment.
Proficiency in Microsoft Excel, Outlook, PowerPoint, Word, and Teams.
Excellent organizational skills and initiative.
Strong communication and relationship-building skills, including the ability to prioritize, negotiate, and work professionally with a variety of internal and external stakeholders.
Valid driver’s license and use of an insured vehicle for moderate local travel within the county.
Ability to work independently and collaborate effectively with a diverse team of staff and stakeholders.
Commitment to the Alliance’s values and mission, including anti-racism, anti-oppression, cultural humility, and valuing diversity.
Ability to work on-site in the Hillside office and occasionally remotely or in the community.

Nice To Haves

Bachelor’s degree in a related field.
Experience in program coordination, grant administration, and/or office management in the nonprofit sector.
Enthusiasm for systems-level work and a strong understanding of the lived experience of homelessness and mission-driven organizing.
Personal integrity, credibility, and a growth mindset.

Responsibilities

Manage office services, including reception, greeting visitors, accepting deliveries, responding to callers, drafting correspondence, checking mail, maintaining office equipment, and other general administrative work.
Support the Executive Director and Board of Directors by scheduling meetings and preparing monthly Board meeting agendas and packets; prepare attendance records and meeting minutes.
Manage centralized purchasing of office and program supplies.
Assist program staff with special projects, including receiving donated items for the annual unsheltered Point-in-Time Count.
Coordinate meeting logistics, scheduling, room reservations, and food arrangements as requested.
Arrange conference travel and hotel reservations as requested.
Maintain electronic and paper customer, partner agency, vendor, insurance, and contract files in accordance with retention policies.
Handle confidential and critical information.
Update the website calendar and post or distribute meeting materials.
Monitor the info@ email inbox and direct inquiries appropriately.
Create, distribute, and track Continuing Education Unit certificates for training participants.
Assemble federal, state, and county grant application documents for completion and submission.
Attend mandatory in-person grant meetings, obtain required signatures, and submit required paperwork.
Reuse prior grant application and report language for new submissions and save files in shared locations.
Submit required grant reporting paperwork and maintain grant files according to retention policies.
Prepare grant files and documentation for audits and monitoring, attend audits and monitoring, and coordinate related questions with program, administrative, and finance staff.
Renew the annual SAM.gov registration, update DUNS information, file the Annual Report to the Illinois Secretary of State, and complete similar filings.
Enter data in the Donor Perfect database and prepare donor thank-you letters for the Executive Director’s signature and mailing.
Organize logistics and supplies for occasional events and coordinate occasional bulk mailings through identified vendors.
Create and maintain human resources records, reports, and personnel files; verify new-hire I-9 forms and maintain records.
Assist with benefits administration paperwork and record keeping, and organize required annual human resources training for staff.
Create and complete daily check logs for Executive Director review and filing.
Make bank teller deposits of checks and save supporting paperwork and receipts on the shared drive for finance and development teams.
Manage the bimonthly payroll run by collecting timesheets, preparing payroll documentation for review, preparing payroll liability reports and statements, making timely payroll tax deposits, and filing quarterly tax reports.
Maintain petty cash and gift card inventory for internal and external audits, and mail gift cards as requested.
Perform other assignments as required.