Careers In Nonprofits has been retained by the Alliance to End Homelessness in Suburban Cook County to lead in the search for their next Office Manager.

ORGANIZATION: Alliance to End Homelessness in Suburban Cook County

LOCATION: Hillside, IL (On-site)

POSITION TITLE: Office Manager

SCHEDULE: Monday-Friday, Standard Office Hours

SALARY: $57,000-63,000 plus benefits

Reports To: Senior Director of Finance and Operations

Direct Reports: None

Program: Administration

Classification: Exempt, Full-time, Salaried

ABOUT THE ALLIANCE:

The Alliance is a passionate, hard-working team dedicated to making homelessness in suburban Cook County (IL) rare, brief, and a one-time occurrence. Our role is to lead the Cook County Continuum of Care in realizing this vision by:

• Creating and implementing a community-wide plan to prevent and end homelessness.
• Strategic use and equitable distribution of federal funding and leveraging new resources to end homelessness across the region.
• Measuring results, monitoring performance, and tracking progress toward our goals.

Our Ideal Candidate:

• High school diploma or equivalent required. Bachelor's degree in related field preferred.
• 5 -7 years of overall professional experience, preferably in program coordination, grant administration, and/or office management in the nonprofit sector.
• Computer literacy, including knowledge of database systems and Windows environment. Proficient in Microsoft Excel, Outlook, PowerPoint, Word and Teams.
• Excellent organizational skills and initiative. Strong communication and relationship building skills with an ability to prioritize, negotiate, and work professionally with a variety of internal and external stakeholders.
• Enthusiasm for systems-level work with a strong understanding lived experience of homelessness and mission-driven organizing.
• Must have valid driver’s license and use of an insured vehicle for moderate local travel within county.

Qualities:

• Personal qualities of integrity, credibility, a growth mindset, and dedication to the values and the mission of the Alliance.
• Ability to work with and collaborate effectively with a diverse team of staff and stakeholders.
• Awareness of personal power and privilege, dedication to cultural humility, and demonstrated high value for diversity in work team.
• Ability to work independently, on site at the office located in Hillside, IL, and occasionally remotely or in the community.
• Possess a commitment to anti-racism and anti-oppression in your work.
• This position performs office or non-manual work directly related to management policies or general business operations of the Alliance or Alliance’s customers. This position’s primary duty requires the exercise of discretion and independent judgment with respect to matters of significance.

How You Will Spend Your Day:

Operations/Administration:

• Responsible for managing office services, which include office reception, greeting visitors, accepting deliveries, providing information to callers, drafting correspondence, checking mail, maintaining office equipment such as the copier, and other general office administrative work.
• Responsible for supporting the Executive Director (ED) and the Board of Directors by scheduling meetings, preparing agendas and packets for monthly Board meetings. Preparing attendance and minutes for meetings.
• Responsible for centralized purchasing of office and program supplies.
• Assisting program staff with special projects, such as accepting donated items for the annual unsheltered Point-in-Time Count.
• Responsible for meeting logistics, scheduling support, room reservations, and food arrangements, as requested.
• Responsible for conference travel arrangements and hotel reservations, as requested.
• Responsible for maintaining all electronic and paper copies of files (customer, partner agency, and vendor files) and following the retention policy.
• Responsible for maintaining insurance and other contract paperwork in both electronic and paper files.
• Responsible for handling details of a highly confidential and critical nature.
• Routine updates to the website calendar and posting/distributing meeting materials.
• Monitoring the info@ email inbox and redirecting inquiries appropriately.
• Responsible for creating, distributing, and tracking Continuing Education Unit (CEU) certificates for training participants.

Grant Administration:

• Responsible for assembling federal, state, and county grant application documents for completion and submission.
• Responsible for attending all mandatory in-person grant meetings, acquiring required signatures, and submitting required paperwork.
• Responsible for copying over previous grant application/report verbiage for new applications/reports and saving the file in the shared location.
• Responsible for submitting required paperwork for grant reporting.
• Responsible for maintaining all electronic and paper copies of grant files (grant applications, grant agreements, grant awards, monthly billing packets) and following the retention policy.
• Responsible for being present for audits and monitoring and assembling all grant files and documentation requested for them.
• Responsible for coordinating with the auditors/monitors for Q&A involving program, admin, and/or finance staff.
• Responsible for renewing the annual SAM.gov registration, DUNS update, Annual Report to the Illinois Secretary of State, and similar filings.

Resource Development:

• Responsible for data entry in the Donor Perfect database.
• Responsible for acknowledging donor contributions by creating and printing donor Thank You letters for ED signature and mailing.
• Responsible for organizing event logistics and supplies for occasional events.
• Responsible for coordinating occasional bulk mailings through identified vendors.

Human Resources:

• Responsible for creating and maintaining human resources records and reports including personnel files.
• Responsible for I-9 verification of new hires and maintenance of records.
• Responsible for assisting with paperwork for benefits administration and record keeping.
• Responsible for organizing required annual human resource training for all staff.

Finance:

• Responsible for creating and completing daily check logs for ED review and filing them.
• Responsible for making bank teller deposits of checks and saving paperwork and receipts on the shared drive for the finance and development teams.
• Responsible for the bimonthly Payroll run - collecting timesheets and preparing payroll documentation for review; preparing payroll liability reports and statements, making timely payroll tax deposits, filing quarterly tax reports.
• Responsible for maintaining petty cash and gift card inventory for internal and/or external audits. Responsible for mailing gift cards as requested.

WORK ENVIRONMENT:

• This is a full-time position that is on site in the office located in Hillside, IL; on-site presence in the community is occasionally required. An accessible office space in a typical office environment is provided and meetings with the Board and other stakeholders will be required. There are occasional meetings off-site at locations that are not accessible.
• This role routinely uses standard office equipment such as computers, phones, photocopiers, scanners, filing cabinets; while performing the duties of this job, the employee is required to utilize a computer frequently to communicate with stakeholders.
• The workplace is a smoke and drug-free environment

COMPENSATION:

Estimated salary range: $57,000-63,000. A competitive compensation and benefits package will be offered, commensurate with experience and qualifications.

While employed in this position, the employee may be required to perform other assignments not listed in this job description. The employee is an employee at will, meaning that either party may terminate the employment relationship at any time by written notice to the other. Nothing in this job description is to be deemed to create a contract of employment for a specific period.

We’d love to hear from you!

If this sounds like the job for you or know someone who would be a great fit, we would love to hear from you. Please apply using the link below.

For more information about Careers In Nonprofits and our other available opportunities and workshops, please visit our website at www.careersinnonprofits.com.

Careers In Nonprofits is an equal opportunity employer. Empowered by the #ILoveMyJob mission, we celebrate diversity and are committed to creating an inclusive work environment within the nonprofit sector.

Due to the high volume of applications we receive, we regretfully can only respond to those candidates who best meet the requirements of a specific position or whose backgrounds are generally applicable to our client base. Please rest assured that we retain all candidate information for possible future matches, even if you do not hear from us in regard to your application in response to this ad.