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Office Manager (Able ARTS Work)

 In Job Postings, Uncategorized

40 hours per week, f/t Monday- Friday 8:30-4:30

Benefits:

  • Dental insurance
  • Health insurance
  • Paid time off: personal and sick
  • Paid Holidays
  • 403(B) retirement plan

About Able ARTS Work:

At Able ARTS Work, we believe music and art are vital tools to liberate and transform lives. Our guiding philosophy “Love before Learning” ensures that each and every person is welcomed and cherished as an individual, and has opportunities every day for self- expression, personal growth, and joy. For 40 years Able ARTS Work has been providing creative arts services and opportunities for marginalized communities in particular Individuals with developmental disabilities as well as children and adults who are interested in inclusive art exploration.

About the Position:

We are looking for an Office Manager ( Long Beach office) to oversee the general administrative functions and activities of the main office by working closely with the executive and management team and other Able ARTS Work staff. We are looking for a self-starter who has great organizational and communication skills and enjoys being in a creative, high-energy work environment.

Responsibilities Include:

Administrative:

  • Oversee the daily work activities of the Main Office by maintaining efficiency and organizing procedures in accordance with Able ARTS Work‘s policies and procedures.
  • Design and implement office policies by establishing standards and procedures, measuring results against standards, and making necessary adjustments.
  • Ensure business licenses, lease agreements, vehicle registrations, and necessary renewal notices are managed and up to date
  • Handle correspondence and management of filing systems
  • Collect proper documentation from vendors and contractors
  • Calculate variances from the budget and report significant issues to management
  • Collaborate with Gallery staff and Program Managers on sales and bank deposits
  • Coordinate internal and external resources, and cultivate relationships with vendors
  • Oversee maintenance requests for programs
  • Attend board meetings and record minutes
  • Oversee vendor connections for transportation
  • Oversee reporting for transportation as needed
  • Oversee scheduling of driver(s)
  • Works closely with all departments to provide the necessary support
  • Perform other duties as assigned

Accounting:

  • Maintain a documented system of accounting policies and procedures
  • Supporting CFO in accounting and financial functions
  • Manage outsourced functions
  • Process Payroll when necessary
  • Collaborate with HR on employee benefits and HMO invoices
  • Track special project budget expenses
  • Maintain the chart of documents
  • Ensure all accounts payable are submitted for payment in a timely manner
  • Ensure vendor discounts are discounted before payment submission
  • Ensure all accounts receivable are collected promptly
  • Track Client Point of Service (POS) and alert Program Manager before the expiration date
  • Achieves accounting operational objectives by contributing accounting information and recommendations to strategic plans and reviews
  • Implement production, productivity, quality, and customer-service standards
  • Assist with special financial audits

Transactions:

  • Ensure that accounts payable are paid in a timely manner
  • Ensure that all reasonable discounts are taken on accounts payable
  • Ensure that accounts receivable are collected promptly
  • Ensure that required debt payments are made on a timely basis
  • Maintain an orderly accounting filing system

Reporting:

  • Issue timely and complete financial statements as necessary
    • Maintain a record of all expenditures for each facility
    • Collaborate with CFO/CPA on annual audits and grant reporting

Compliance:

  • Coordinate the provision of information to external auditors for the annual audit
    • Comply with local, state, and federal government reporting requirements and tax filings

Qualifications:

  • Bachelor’s degree or higher
    • 2+ years experience working with a Non-profit
    • Excellent written and verbal communication skills
    • Extensive knowledge of office management procedures
    • Excellent organizational skills and attention to details
    • Excellent time management skills and attention to details
    • Minimum 21 years of age
    • Completed criminal record statement

To Apply:

You can submit resumes to Kaylan Amezcua at kamezcua@ableartswork.org or apply online at https://ableartswork.bamboohr.com/jobs/view.php?id=22

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