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Operations Manager

Position Summary:

 

The Operations Manager is responsible for the organization and maintenance of office and organizational operations and procedures.  The Operations Manager will report directly to the CEO and Deputy Director, while working with other staff members and partners as needed (Board members, Commission members, bookkeepers, banks, funders, community stakeholders, etc.).

 

Responsibilities:

 

  • Oversee and support all day-to-day administrative and operational duties for the organization and ensure that the organization is operating smoothly and efficiently.

  • Provide administrative support as necessary, including scheduling meetings, maintaining calendars, arranging travel, doing research, and creating reports.

  • Review, compile and distribute Commission and Board Meeting information packages.  Set up meetings and determine quorums. Create agendas, take meeting minutes, and collect other documents for the following month's meeting.

  • Prepare bi-monthly payroll; maintain employee records.

  • Maintain personnel files and personnel handbook.

  • Distribute and maintain Commissioner and Board Member agreements, including annual Conflict of Interest statements.

  • Review incoming accounts payable invoices for approval and payment; coordinate with the HTF treasurer and with bookkeeper (Mosaic).

  • Prepare the deposit of incoming checks; log and categorize said items and provide to Mosaic.

  • Assist in management of the organization’s website, and monitor & manage organizational social media presence in coordination with Marketing Consultant.

  • Maintain organizational mailing list, assist the Marketing Consultant in preparing news announcements, newsletters, and other marketing materials that are to be distributed publicly.

    • Work with the Marketing Consultant to manage brand awareness through public outreach and online marketing efforts.

    • Develop and implement a system for tracking progress of the strategic plan implementation.

    • Manage office supplies inventory and place orders as necessary.

    • Perform public contact duties, such as greeting visitors, and answering/directing phone calls (limited due to mostly remote work environment).

    • Receive and sort incoming mail/deliveries, and manage outgoing mail.

    • Ensure office policies and procedures are maintained in a timely manner.

    • Maintain office annual calendar, schedule Commission and Board meetings, coordinate miscellaneous office events as necessary.

 

Other Duties as Assigned:

 

  • Participate and/or oversee corporate planning and event management.

  • Write and/or consult with staff on program material, reports, articles, and press releases, etc., including the proof-reading of organizational materials before dissemination.

  • Help prepare for annual third-party audit and assist the audit team as needed.

  • Assist with the annual renewal and evaluation of organizational insurance policies.

  • Manage special projects as assigned.

  • Other duties as assigned.

 

Desired Characteristics and Qualifications:

 

  • Two-year (or higher) college degree or certificate in business, finance, real estate or a closely related field is preferred, but not required.

  • A passion for the organization’s mission. Knowledge of affordable housing finance programs and housing policy is preferred, but not required.

  • Strong organizational skills with strict attention to detail.

  • Excellent written and verbal communication skills.

  • Ability to work both independently and collaboratively in a remote office environment without constant supervision.

  • Proficiency working with MS Office applications and the Windows operating system.

  • Ability to compose and present professional business letters and memorandums.

  • Strong analytical and computational skills along with the ability to present information and recommend solutions.

  • Ability to learn quickly, meet deadlines, multi-task, and prioritize work.

 

Physical Requirements:

 

While performing the duties of this job, the employee is frequently required to stand, walk and sit. The employee must occasionally lift and/or move up to 15 pounds. While rare, there may occasionally be local travel required, including some evening and weekend work. This position may require prolonged sitting, some bending, stooping and stretching, requires eye-hand coordination and manual dexterity sufficient to operate office equipment. Requires normal range of hearing and eyesight to record, prepare and communicate appropriate reports. Primary work hours will be between 7:30 am and 5:30 pm, with flexible schedule and work from home opportunities.  For special events or at particularly busy times per year, the position may require work on weekends or during evening hours.

 

Employee Classifications:

 

  • This position will be part-time, non-exempt, and at-will.

  • The expected work schedule will be flexible; approximately 30 hours per week at a rate of pay of $30 per hour.

 

Benefits:

 

The following benefits will be provided on a prorated basis based upon the average number of hours worked.  For example, an employee who works 20 hours per week works half (50%) of a 40-hour full-time work week, and will receive half of the benefits that a full-time employee receives.

 

  • Paid holidays, including 1 personal holiday, as per organizational policy

  • 15 vacation days per year to start; thereafter as per organizational policy

  • 12 sick leave days per year as per organizational policy

  • Health, dental and vision benefits as per organizational policy

 

Specialized Knowledge/Beneficial Skills and Experience:

 

  • An openness to learning new skills and systems, with an entrepreneurial work ethic.

  • Demonstrated commitment to the nonprofit community.

  • Flexibility, creativity, and patience, with imagination, enthusiasm and a sense of humor.

 

The SLOCHTF reserves the right to assign or reassign duties and responsibilities of this job at any time based on the needs of the organization.

Please send a cover letter and resume to info@slochtf.org to apply.

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