The Office Manager works with and assists the Camp Director and the Director of Camping Services in assuring that proper accounting methods are used; that established purchasing procedures are followed; that attendance and leave records are maintained in accordance with written policy; and that all program assets, both fixed and current are accounted for properly. Additionally, the Office Manager provides secretarial support to the program and agency as needed.
The Office Manager monitors the budget expenditures and alerts the Camp Director and the Director of Camping Services as to problem areas.
The Office Manager is directly responsible to the Camp Director.
This position is eligible for overtime pay.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The following duties and responsibilities are given as examples of the various types of work performed in this position. Other duties and responsibilities may be assigned.
1. Coordinates purchases:
- Assures that requests for purchases have been properly approved.
- Issues purchase orders.
- Verifies invoice extensions and totals.
- Obtains approval for payment.
- Matches all information regarding purchase (invoices, purchase orders, freight tickets, and receiving reports).
- Assigns account numbers and vendor numbers for all vouchers.
- Completes voucher forms as prescribed by the Accounting Department.
- Forwards completed vouchers and supporting documentation to the Accountant.
- Maintains a numerical file on all purchase orders.
- Maintains a file on all unfilled purchase orders.
- Maintains a program file on all vouchers submitted to the Accountant for payment.
2. Maintains petty cash:
- Issues reimbursement for properly prepared and approved requests.
- Receives and prepares deposits of monies due the program.
- Forwards cash receipts form, adjusting journal entry, and monies to the Accountant for processing and deposit.
- Requests petty cash reimbursements as needed.
- Forwards completed voucher form and supporting documentation to the Accountant for processing and payment.
3. Submits vehicle service reports to the Main Office Business Manager. Prepares and submits information for the Monthly Vehicle Report to the Main Office Business Manager.
4. Checks monthly vehicle logs and forwards the commuting mileage report to the Main Office Business Manager.
5. Prepares payroll information:
- Obtains and forwards all information relative to payroll to the Human Resources department.
- Maintains payroll printouts.
- Answers questions regarding payroll and attendance and leave.
- Receives all approved requests for leave and time sheets, checks for accuracy, and forwards to the Human Resources department.
6. Responsible for miscellaneous assigned campus credit cards:
- Store Charge Cards
- Gas Cards
7. Responsible for obtaining and forwarding all personnel information to the Human Resources department:
- Maintains program personnel files.
- Answers questions regarding personnel matters.
- Ensures that all the necessary paperwork for applicants is collected and complete in order to start the background screening process.
- During the background screening process, answers inquiries and contacts the applicant with the aid of the supervisor when needed.
- Ensures that personnel documents on new employees, salary changes and terminations are forwarded to the Human Resource department on a timely basis.
- Ensures all files are completed and ready for CQD reviews.
8. Responsible for performing secretarial duties:
- Possesses alertness and enthusiasm as the primary receptionist.
- Maintaining a high level of hospitality and attentiveness to make all callers and visitors feel welcomed and informed of Youth Ranches services.
- Demonstrates attentiveness and responsibility with regards to all mail ensuring proper delivery to staff.
- Exhibits determination and thoroughness in processing program service packets and endurance to ensure correspondence and paperwork for all youth is completed in a timely manner, including: Request for Services, Summer Camp, Census, admissions and other required documentation as needed.
- Takes initiative to ensure timely completion of necessary reports and pending correspondence, ensuring that guidelines and procedures set forth in the Family Services Operations Manual are followed with related outlines and forms. Displays orderliness and thoroughness in serving as the primary meeting reservationist for the various agency meetings held at Camp.
EDUCATION AND EXPERIENCE REQUIREMENTS
The person filling this position must have a High School diploma and at least 3 – 5 years’ work experience in an accounting or clerical position with “hands on” use of computers.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES
To perform this job successfully, an individual must be able to perform each area of responsibility satisfactorily. The requirements listed are representative of the knowledge, skills, and/or abilities required.
1. Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedural manuals; ability to write routine reports and correspondence; ability to speak effectively with groups.
2. Capability to calculate figures and amounts, such as discounts, interest, commissions, proportions, percentages, area, circumference, volume; capability to apply concepts of basic algebra and geometry.
3. Must be able to apply commonsense understanding to carry out instructions furnished in written, oral, or diagram form; with an ability to deal with problems involving several concrete variables in standardized situations.
4. Must have analytical, math, and grammar skills sufficient to meet minimum standards of the Youth Ranches Skills Test.
5. Employee will be required to occasionally travel to various programs for meetings and conferences throughout the state.
6. Must have a valid Florida Driver License and be able to maintain a safe driving record consistent with agency policy.
The physical requirements described 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 position, the employee will occasionally stand, walk, and reach with hands and arms. On a regular basis an employee would sit, listen, talk and use hands and fingers.
The employee would be required to occasionally lift up to 25 lbs. Specific vision requirements for this position include close vision and the ability to adjust focus.
Work is generally performed in an office environment. The employee occasionally works near moving mechanical parts and the noise level of the work environment is usually moderate in nature.
$15.00 per hour
For more information, please contact:
Sean Kimble, Camp Director, Caruth Camp, 1-800-765-3797, email@example.com