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Vision House

Office Manager/Administrator

Vision House
renton, Washington, United States

Date Posted: 10/07/2004
Categories: Administrative
Job Type: Full-Time

Job Description:
This position reports directly to the Director of Operations
Monday through Friday 40 hours per week (Minimal evenings and weekends required)


Provide referrals and process housing applications for incoming requests
Check/respond to VH general e-mail box inquiries and answer phones/return messages
Maintenance, organization and backup of office files; Anti-Virus updates
Coordinate/administer office volunteer tasks to Volunteer Coordinator
Prepare/Submit classified advertisements
Review VH web site and notify web host of updates/corrections
Maintain office equipment and coordinate repairs/maintenance

Edit grant proposals and letters of inquiry; prepare attachments
Perform mail merges for VH mailings; inventory, order and code mailing supplies
Assist with event planning duties and participate in VH events
Oversee bulk mail process in conjunction with Volunteer Coordinator
Acquire print estimates, information and coordinate print jobs
Coordinate/schedule VH appearances at local events; represent VH at local conferences/fairs
Coordinate thank you cards and/or telephone calls to donors in conjunction with Director of Development
Assist house manager with donation distribution as needed

Graphic Design
Design quarterly newsletter in PageMaker as directed by Development team
Create/update forms, flyers or invitations
Prepare prayer requests and design/e-mail weekly prayer E-newsletter to prayer team

Financial administration
Review bookkeeper's weekly deposit for proper donation coding; run weekly batches, donation receipts, year end receipts
Prepare/update financial reports for Development team
Report and track revenue/expenses for fundraising events and mailings
Process electronic donations through Wells Fargo E-store
Review bank statements/checks monthly
Verification of accountants monthly revenue/expense report
Maintain, enter donations/pledges into Donor Perfect; produce queries/reports

Personnel administration
Review/update policies and procedures, employee and board handbooks, case files and orientation binders, VH forms
Identify qualified applicants; participate in interview process; maintain employment files and insurance documents

Campaign administration (VH is currently involved in a capital campaign through 2005)
Review/process sub-contracts for vendors; track bills against contract amounts for vendors
Track/Report revenue and pledge information

Staff support
Run errands for delivery, pick-up of documents, etc.
Participate in weekly staff meetings
Coordinate birthday updates and cards for staff, board, residents & children
Organize, inventory and order/purchase necessary office, maintenance or event supplies
Mail pick-up and delivery/distribution and coding

Required Skills
MS Word, Excel, Publisher, Access (or other database experience), Outlook, Bookkeeping
Excellent interpersonal skills, ability to work alone and with groups
Strong organizational skills and ability to multi-task and maintain administrative systems
Fast learner and flexible

Desired Skills
PageMaker, PowerPoint, FrontPage