Office Manager
: Job Details :

Turn your calling into a career at Christian Adoption Services (CAS), a ministry of Baptist Children's Homes of NC. ABOUT CHRISTIAN ADOPTION SERVICES: Christian Adoption Services, a ministry of Baptist Children's Homes of NC, Inc., has been serving children and their families for over 40 years! Since 1979, we have assisted in the placement of over 2,000 children into loving, Christian families. CAS MISSION: Build God's Kingdom by connecting vulnerable children with Christian families. HOW WE DO IT: CAS has three programs central to our ministry: Domestic Adoption, International Adoption, & Foster-to-Adopt. Our domestic staff works with expectant parents who have decided to place their baby for adoption as well as those who are already parenting but have decided to place their child(ren) for adoption. They also work with the hopeful adoptive families to screen and prepare them. The ultimate goal of our Domestic Adoption Program is to connect birth families with adoptive families in North and South Carolina to find the right home for every child. Visit christianadopt.org to learn more about the mission of Christian Adoption Services (CAS). Job Title: Office Manager Location: Indian Trail, NC Apply: bchcareers.org SUMMARY The Office Manager will assist the Senior Director of International Adoptions by managing general office functions as well as the office coordination of field-level data, filing, communications, and reporting, within the CAS ministry and in conjunction with agency-wide support services such as the business office, IT, maintenance, and human resources. The Office Manager has reached a level of professional expertise, which prepares him/her to serve as a model, teacher and coach to less experienced in similar roles. The Office Manager's primary duties include the exercise of discretion and independent judgment with respect to matters of significance. QUALIFICATIONS: •Associate's degree in business, communications, or related field •3-5 years' work experience in a financial management, human resources or office management •Experience working in non-profit environment, including experience tracking and reporting financial data •Payroll processing experience (preferred) •Ability to work independently and in a team environment •Excellent verbal and written communication skills, with the ability to positively represent the agency to internal and external contacts •Meets all legal requirements and the general qualifications for employment as outlined in the institution's personnel policies •Valid driver's license and safe driving record ESSENTIAL DUTIES AND RESPONSIBILITIES: •Support all aspects of day-to-day financial processes including but not limited to: A/P, A/R, and payroll •Receive and deposit organizational revenue •Oversee monthly payroll process for CAS employees •Approve payroll for CAS hourly employees and sharing any inaccuracies with the Senior Director of International Adoptions •Prepare financial reports as requested by the Leadership Team •Manage training of employees with credit card implementation into Concur (supervisors will manage cards) •Manage and keep accurate the employee Annual (Bi-Annual) background checks •Maintain assigned confidential employee files, and other documentation •Maintain files and organization of financial and human resource materials •Maintain open lines of communication with supervisors and keeping supervisor informed of pertinent items •Provide support services to the leadership team •Provide related tasks as requested by the leadership team •Operate as a backup to Administrative Assistant when needed (answer phones, check mail, answer front door) •Maintain confidentiality Responsibilities: •Oversees operational and administrative functions •Evaluate each physical location's operational procedures •Manage the day-to-day facility operations •Fully participate in PQI, goal setting, measurement and improvement. Participate in outreach and community engagement •Assist in the full onboarding of new programs •Improve the operational systems, processes and policies in support of organizations missionspecifically, support better management reporting, information flow and management, business process and organizational planning •Manage and increase the effectiveness and efficiency of Support Services (HR, IT and Finance), through improvements to each function as well as coordination and communication between support and business functions •Play a significant role in long-term planning, including an initiative geared toward operational excellence •Invoicing to funding sources, including calculation of completed units of service •Payroll management, including tabulation of accrued employee benefits •Disbursement of checks for agency expenses •Organization of fiscal documents •Supervise direct reports on a weekly basis •Increase the effectiveness and efficiency of Support Services through improvements to each function (HR, IT, Finance) as well as coordination and communication between functions Responsibilities by Function and Financial Management •Oversee monthly and quarterly assessments and reports to supervisor. Oversee short and long-term financial and managerial reporting •Managing day-to-day processing of accounts receivable and payable with BCH, producing reports as requested •Managing grantor contacts and reimbursement requests •Ensure that Accounting Department requests are resolved and communicated in a timely manner to internal and external parties •Oversight of agency external financial reviews and audits at the request of the Treasurer •Review financial transactions for accuracy before releasing data to accountant/auditor •Provide clarification and additional information as requested •Ensure continued compliance with agency financial procedures •Preparation of reports, charts and statistics Agency Process and Procedures •Assist with development, implementation, and oversight of BCH process and procedures related to programs of CAS •Encourage staff compliance with existing BCH processes •Propose new procedures to address problem areas •Educate staff on newly implemented procedures •Address questions regarding incorporated policy changes in BCH manuals Hague Reporting and Reaccreditation •Provide financial data for Hague reaccreditation States of North Carolina & South Carolina •Assist with agency relicensing - North Carolina bi-annually; South Carolina - annually EQUIPMENT: Ability to operate standard office machines such as copier, computer, fax, calculator, etc. Ability to work within Outlook, Excel, Word, Blackbaud, Financial Edge NXT, and WebConnex. LANGUAGE SKILLS: Ability to read, analyzes, and interprets general information. Ability to effectively communicate with others, including managers, clients, customers, and the general public. CONTACT WITH OTHERS: Regular contact with colleagues in all departments, as well as with outside individuals and groups; should represent Baptist Children's Homes of NC, Inc. in a positive manner. Contacts outside of the agency where proper handling of situations is of utmost importance as the agency's image could be affected. MATHEMATICAL SKILLS: Excellent mathematical skills and the ability to use accounting software and calculator to calculate figures in order to assist with payroll and budgets. MENTAL / VISUAL / AUDITORY DEMAND: Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form and ability to draw conclusions. Specific vision abilities required by this job include close vision, and ability to adjust focus. Must be able to talk and hear both in person and on the telephone. CONFIDENTIAL DATA: Work with confidential data including payroll, budgeting and personnel files, which if disclosed, would have adverse internal and/or external effects and could result in termination of employment. PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential. While performing the duties of this job, the employee is regularly required to sit and stand, use hands and fingers, walk, reach with hands and arms, and occasionally lift 15 pounds. WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job; usual office working conditions.