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Office Manager

Employer
Music for Minors
Location
San Carlos, California
Salary
$30.00/hour
Closing date
Jun 10, 2022

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Focus Areas
Arts / Culture / Humanities
Job Function
Accounting / Finance, Administrative / Clerical, Human Resources / Recruiting
Position Type
Part Time
Degree Level
Bachelors
Willingness to Travel
up to 25%
Experience Level
Administrative

Position Overview:

Music for Minors seeks a part-time on-site Office Manager who will support general operations, as well as HR and finance responsibilities, to ensure organizational effectiveness, efficiency, and safety. As a financial assistant, the responsibilities include processing payments, updating financial records, and managing invoices.  As an HR assistant, the responsibilities include payroll and benefits administration and a solid understanding of employee relationships.  

The successful office manager is an energetic professional who is able to wear multiple hats, experienced in handling a wide range of administrative duties, support executive-related tasks, able to exhibit sound organization skills, flexible in nature, and a self-starter who seeks the opportunity to manage operational aspects in an office of creative and diverse team members.

Responsibilities

General

  • Oversee and support all administrative duties in the office to ensure smooth operations.
  • Manage inventory, orders, and budget for office supplies. Serve as the first line of contact to greet visitors, answer and direct phone calls, and return messages as needed.
  • Manage receipt and distribution of incoming and outgoing mail and deliveries.
  • Develop and ensure implementation of office policies and procedures. ​​
  • Update store, file, and retrieve internal operations procedural documents and external corporate documents and reports as and when needed.
  • Assist with and coordinate office layout planning and office moves as necessary. Identify opportunities for improvement of work processes and office management, supporting final design and implementation of new systems.
  • Support full team as needed by scheduling group meetings, maintaining calendars, conducting research, and creating reports. Provide additional administrative support as necessary.

HR Duties

  • Support maintaining the employee database and sorting emails for the HR department.
  • Coordinate onboarding, orientation, and training process for new employees and complete and file records and paperwork.
  • Assist the process of terminations and complete and file records and paperwork.
  • Oversee the completion of compensation and benefit documentation.
  • Assist with payroll processing and follow up to resolve errors or issues as necessary.
  • Support staffing recruitment through job posting and managing schedule of interviews.
  • Provide additional administrative support as necessary.

Finance Duties

  • Support processing and preparing financial statements for various department, committee and board meetings.
  • Oversee school and district accounts
  • Prepare, send, and ensure receipt of all invoices.
  • Collecting and reviewing data for reports.
  • Reviewing financial statements and reports.
  • Manage reimbursement payments for staff.
  • Prepare receipts, vouchers, invoices, etc. for entry into data sheets and systems.
  • Collect, record, and deposit checks and online payments.
  • Provide additional administrative support as necessary.

Qualifications for Office Manager

  • Bachelor's degree in business administration, communications, or a related field.
  • 2-5 years of work experience in an administrative/office management role.
  • Ability to accurately follow instructions.
  • Exceptional attention to detail.
  • Strong organizational and time management skills, with ability to prioritize.
  • Self-starter and motivated.
  • Excellent communication and interpersonal skills.
  • Strong problem-solving skills and analytical abilities.
  • Strong technical background preferred, with proficiencies in Microsoft Office (Word, Excel, Powerpoint, etc), Google Suite, and Zoom.
  • Some knowledge of Trello and Salesforce.
  • Passion for the mission of Music for Minors.

About Music for Minors

Music for Minors (MFM) is a nonprofit with over 45 years of expertise in elementary school music education. Our mission is to nurture in children a lifelong love of music. Operating in the San Francisco Bay Area, our services provide 15,000-20,000 students in transitional kindergarten through fifth grade with a program of diverse, high-quality musical experiences that is:

·       Engaging and participatory

·       Based on state music education standards

·       A foundation for further choral and instrumental music education

·       Cost-effective (regardless of district/school resources)

The MFM curriculum is sequential, standards based and culturally diverse and includes visual aids, props, and instruments. Lesson elements offer singing, listening, reading, theory, movement, dancing, and playing rhythm instruments and recorders.

To address the continual disparity in access to necessary programs in marginalized communities, MFM commits to an organizational priority of at least 50% of our reach in targeted regions of need. In addition, by nature of our program delivery, MFM provides training, professional development and jobs to a growing number of teaching artists around the Bay Area, contributing to the overall creative economy.

With three-fold service growth in the past decade, MFM boasts the reassurance that quality and affordable solutions for music education can be met. Our new strategic plan, slated to launch in late 2022, will focus on sustainable growth, outreach to a broader community, and further our innovation and thought leadership through key industry initiatives.

All submissions MUST include a cover letter and current resume. All applications and inquiries will receive a response and be kept strictly confidential. Music for Minors is an Equal Opportunity Employer.

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