Role and ResponsibilitiesThe Office Manager plays a pivotal role in maintaining the smooth operation of Pioneer PBS. This essential position serves as the backbone of office functionality, ensuring that all aspects of office operations are efficient, productive, and harmonized. The Office Manager performs a variety of administrative, managerial tasks and clerical to support the company’s employees and senior staff members, while also contributing to better organization and processes of office-related activities. This position works closely with the President/General Manager and the Chief Technology Officer to support the entire team dedicated to the future growth for Pioneer PBS and with outside vendors providing services related to the operations of Pioneer PBS. Functional Responsibilities include, but are not limited to: Reception area, office supplies, mail, and other support areas The Office Manager is responsible for the daily tasks related to the reception area, ordering and inventorying of office supplies, distribution and filing of daily mail and oversight of other staff support areas.- Responsible for engaging individuals as the first point of contact for the public, in person and on the telephone.
- Distribution of daily mail, invoices and checks and work tasks used by the organization.
- Ordering and inventorying of office supplies and promotional items as needed.
- General upkeep of the reception area and staffing is needed to ensure phones are answered and the reception area is a welcoming area for incoming members and guests.
- Be the point-of-contact for all outgoing shipments, which may include preparing package labels and contacting carriers for pick-up.
- Meter outgoing mail, and delivery to local post office by USPS schedule and business gateway at USPS.
- Maintain adequate postage and supplies for the postage meter.
- Provide general support as appropriate for other leaders as requested.
Financial Operations Support The Office Manager is responsible for various financial related activities that supports the efforts of the President/General Manager, Chief Technology Officer and outside consultants and vendors. This work is accomplished through detailed established practices that provide checks and balances for the entire financial operations of Pioneer PBS. Accounts Payable - Assists with coding accounts payable invoices as feasible or ensures that invoices are coded by other team members and approved by President/General Manager (business invoices) and/or Chief Technology Officer (technical and utilities invoices) before distribution to the consulting firm handling finances for Pioneer.
- Handles digitizing, distribution and filing of all invoices.
- Prints all checks and ensures signatures by President/General Manager and/or Treasurer are completed.
- Maintains a check register and uploads it to the bank to avoid “positive pay” secondary approvals. Provide check registers to vendor through a digital finance file and folder.
- Prepares copies of all signed checks and prepares envelopes for mailing checks. Copies of all checks are married to all invoices, stamped “paid” with date and then filed. Mails all checks with postage.
Banking - Maintains a Daily Ledger which tracks daily banking records such as when checks are cashed through the bank, outstanding checks, outstanding receivables, and daily membership numbers.
- Tracks daily cash receipts and membership deposits to include when tower leases and other invoices are paid,
- Downloads and provides vendors with all bank statements, the daily ledger and cash receipts book for cross checking and assuring general ledger is kept current, and issues are caught and resolved asap.
- Gathers checks and deposits via mobile deposit.
- Makes copies of membership information and checks, scanning, and distribution to vendors for recording in Allegiance. Handles filing of digital files and hard copies of membership information.
- Records tower lease and grant checks received in the cash receipts book. Then follows established practice for filing digital and hard copies.
Budgeting and Financial Reporting - The Office Manager assists the President/General Manager with budgeting support and reporting as needed. This may include coordination with various vendors when information is necessary.
Membership The Office Manager supports all operational activities related to membership of Pioneer PBS. - Sends any requests from membership for cancellation, address changes, membership queries, and incoming membership checks to business specialist for Allegiance recording.
- Assists the President/General Manager with any needed membership reports, the preview guides, the tax letters, etc. as requested.
- Assists the President/General Manager with writing thank you’s for gifts over $250. Or coordinates with Board Members as appropriate for larger gifts.
- Prepares monthly renewals and mass mailings including securing volunteers for envelope stuffing, postage metering and mailing as needed.
- Coordinates the preparation, printing, and distribution of year-end tax letters by January 30 each year with information from Allegiance vendor reports.
- Supports any members requesting help with Passport and ensures communication is forwarded to the appropriate team member to support the member.
Leadership Leadership is a shared responsibility at Pioneer. - Work with management team and all staff to ensure smooth operation of the station.
- Assists all leaders in developing a positive corporate culture that strives to be an “Employer of Choice.”
- Provides assistance in the budget and strategic planning process for the upcoming fiscal year by assisting the President/General Manager as needed.
- Serves as a leader to ensure smooth operation and employee retention within all departments. Behaves as a role model for other employees in the organization.
- Performs other related duties as assigned.
Qualifications and Education RequirementsThe Office Manager will have a high school diploma, and advanced training in areas such as accounting, business administration, or expertise in office operations and an understanding of sound employee practices and positive corporate culture. Preferred SkillsAdvanced Excel spreadsheet capability; effective communication skills; ability to coordinate and meet multiple deadlines; desire to learn software; strong organizational skills. Excellent verbal and written communication skills. Excellent interpersonal and relationship building skills. Excellent time management skills with a proven ability to meet deadlines. Strong analytical and problem-solving skills. Ability to prioritize tasks and to delegate when appropriate. Proficient with Microsoft Office Suite or other organization software as needed to do the work. |
