Office Manager/Bookkeeper Job Description

Office Manager The Elementary Institute of Science (EIS) was founded in 1964 by an elementary school teacher to provide hands-on science education to students in southeast San Diego. The Office Manager is a new full-time position at EIS. The position is comprised of and administrative support functions. This is the lead accounting role in the and works closely with the Director of Administration. The office manager ensures that all financial transactions are entered into Quickbooks and have been processed according to the Financial guidelines approved by the board. This position also ensures timely, accurate, processing of . General administrative tasks include managing paper flow for hiring, front desk , and in other support tasks as needed. General administrative duties include office management and support. Occasional evenings and weekend work is required. Salary Range $41,600 to $53,000 depending on experience. Full time position.

Bookkeeping Job Duties/Responsibilities 1. Process accounts payable and receivable including: enter and verify bills, invoices, and purchase orders, ensuring compliance with the financial handbook. a. Process payments, deposits, and post into the system b. Reconcile checking, savings, customer and vendor accounts c. Set up and maintain financial records in paper and cloud-based file systems d. Make journal entries under direction of third party accountant 2. Process payroll/timesheets and make sure that all staff are correctly returning timesheets and that the are compliant with California labor code. 3. Maintain confidentiality regarding organization's financial and personnel information 4. Assist in preparation of support work for the audit. 5. Prepare monthly, quarterly and annual financial statements for review by external third party. And in time for monthly financial review by Committee.

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Office Administration 1. Oversees the smooth operations of all EIS office/administrative functions, including securing and monitoring office supplies inventories, and keeping track of EIS log-in credentials. 2. Ensures digital administration accounts (such as Box, and Microsoft 365, Salesforce) are current. Keeps a current log of log-in credentials. 3. Interfaces and collaborates with contracted IT support personnel. Implements basic IT functions in with the facilities manager, and with support by contracted IT personnel. 4. Collaborates with administrative director to ensure the implementation of all policies and procedures for new hire and terminating (non-instructor) employees, including securing relevant background checks, creating hard-copy and digital employee records, and ensuring all employee records are held in a secure, confidential location. 5. Establish and maintain effective filing systems (both digital and physical). 6. Serve as receptionist two hours per day during hours. 7. Establish and maintain inventory of all office supplies, and a regular method of ordering, distributing and paying for all supplies. 8. Support executive director and director of administration with all aspects of bi-monthly board book preparation, dissemination (digital and hard copy) and follow-up for each Board meeting. 9. Assist executive director and director of administration in preparation of board reports. 10. Provide hospitality support, including setting up/cleaning up food and beverages for board meetings and visits with external partners and/or funders.

Knowledge, Skills, and Abilities 1. Quick Books Pro experience (minimum 2 years) 2. Payroll processing experience (minimum 2 years) 3. Proficient use of a. Microsoft Office products including Word (including the use of tables), Excel, and Outlook; b. Adobe Pro including converting other types of documents into .pdf, compiling .pdf documents; paginating and searching .pdf documents. c. Cloud-based computing solutions (preferably Box and Microsoft Office 365). d. Effective communications skills (orally and in writing) in English. Bilingual proficiency (English/Spanish) is preferred. 4. Strong organizational skills. 5. Ability to work effectively in a face-paced environment with changing priorities, while maintaining professionalism and strong rapport with EIS team members. 6. Consistently maintains a professional demeanor, appearance, and work environment.

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Education and Experience Required: 1. An associate’s degree or two years college coursework. 2. Two to five years of progressive experience and responsibility in a and administration position. Preferred: 1. A bachelor’s degree in a business field. 2. Bilingual in Spanish. 3. Nonprofit experience

Supervisory Responsibility This position has no direct supervisory responsibility but will supervise the work of part-time or volunteers who are assigned to reception area responsibilities.

Work Environment Work is regularly performed in an office environment and is regularly exposed to noise. When covering the reception area, the environment intermittently includes dozens of young children, instructors, community members, and parents.

Physical Demands While performing the duties of this job, the employee is regularly required to talk, hear, and see. The employee is frequently required to sit and stand; walk; use hands to type, finger, handle or feel; and reach with hands and arms.

Position Type/Expected Hours of Work This is a full-time permanent benefited non-exempt position. Standard days and hours of work are Monday through Friday, Usual weekday hours 8:30 a.m. to 5:00 p.m. The position requires the ability to occasionally work on Saturdays and during nonstandard hours to support meetings and events.

Travel No travel is expected for this position.

Other Duties Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

To apply, please send a resume and cover letter to info@eisca,org.

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