NOW HIRING: Office Manager

Accepting applications until May 29, 2026.

JustDane is seeking a full-time Office Manager to work as part of the management team and is responsible for the day to-day management of operations and activities designed to support staff productivity and enhance office efficiency including; supervise administrative staff, assist with coordinating events, order and maintain supplies as well as up-to-date program materials, onboard and train employees on agency policies/phone/email/computer systems, accounts receivable, accounts payable, bookkeeping. Serve as liaison to IT provider.

Responsibilities:

Coordinate and manage office activities to create or enhance efficient operations.
Supervise administrative staff and divide responsibilities to ensure office performance.
Assist Executive Director and Development Director to manage website content with agency’s contracted website manager.
Track, order, and manage budget for agency and program supplies/materials, review incoming orders for accuracy, maintain orderly inventory of supplies, and communicate with agency vendors.
Assist with development and editing of agency and program materials, including brochures, press releases, and newsletters as requested.
Manage phone calls and correspondence (email, letters, packages, etc.).
Assist Executive Director, Development Director, and Volunteer Coordinator in scheduling, planning, and conducting agency meetings and events.
Communicate agency events via direct mail, email, and social media.
Assist in editing and layout of agency newsletter (the JustDialogue).
Support budgeting and bookkeeping procedures.
Responsible for accounts receivable: processing donations via check, cash, Paypal, Venmo and DonorPerfect. Maintaining and updating records in Quickbook Online and DonorPerfect. Generate invoices and generate deposits.
Responsible for accounts payable: accurately code vendors’ invoices and monthly credit card bill, generate bills and print checks in Quickbooks Online, point of contact for Positive Pay.
Track expenses and payments for multiple programs and projects.
Process income and expenses for fiscal agencies. Maintain and report monthly financial activity to groups.
Code and process staff travel vouchers
Track, report and maintain petty cash for Healing House and Just Bakery programs.
Create, update, and archive personnel, financial, and other records and databases including but not limited to; donor mail and email lists, media contact lists, and agency IT user information.
Prepare and/or submit various reports/presentations/proposals as requested.
Assist in preparing grant proposals. Includes researching and applying for grants.
Onboard and train staff on agency databases, phone, email, and computer systems.
Serves as agency liaison to IT provider. In conjunction with IT provider, responsible for software installation, maintaining IT equipment and repairs. Provide IT support and assistance to program staff.
Serve as Google Administrator- responsible for setting up email accounts for new staff, maintaining security and being up-to-date on software changes.

Qualifications:

Excellent communication skills (verbal and written).
Experience working with people from diverse racial, ethnic, cultural, and socio-economic groups, including but not limited to: people who have experience incarceration, emotional and/or physical displacement, and trauma.
Strong organization skills and ability to manage multiple time sensitive projects.
Excellent editing skills.
Self-motivated and able to work on a team or individually.
Excellent computer skills including proficiency in Windows Office Suite (Word, Excel, Powerpoint, Publisher, Access, etc), Google Docs, Sheets, Forms and gmail.
Willingness to acquire training.

Preferred:

Experience in event planning, including registration procedures.
Experience working in a non-profit organizations.
Knowledge of layout and database management.
Experience with social media (Facebook, Twitter, Blogs, Instagram, etc).
Experience with Quickbooks and DonorPerfect (or other CRM).

Supervision: The Office Manager reports to the Executive Director.

Benefits:

This is a full-time position (40 hours per week). This position includes the following benefits:

Medical insurance (employer pays 90% of employee premium)
Dental, life and long-term disability insurance;
Employee contributed 401K
Accrued vacation time as outlined in the Employee Handbook and Personnel Manual;
Accrued sick time as outlined in the Employee Handbook and Personnel Manual;
Paid holidays as outlined in the Employee Handbook and Personnel Manual.

Pay: $26.00 per hour

Location: JustDane, 128 E. Olin Ave, Suite 202, Madison, WI 53713

Type of Employment: Full-time

Application Instructions: Send a resume and cover letter to linda@justdane.org.

JustDane is an Equal Opportunity/Affirmative Action Employer.

JustDane

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Office Manager