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Office Manager Job Details

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Employer:  Volunteers for Outdoor Colorado.
Categories:  Admin/Support
Travel Required:  None
Job Type:  Full Time
Preferred Degree:  Bachelors
Experience Required:  4-5 years
State/Province:  CO - Colorado
City:  Denver
Salary:  non-disclosed
Job Description: 

The Office Manager is an integral administrative support position within Volunteers for Outdoor Colorado (VOC),
working closely with the Executive Director, senior management team, development and program staff to
assure organizational effectiveness and efficiency. This is a salaried exempt position.
The Office Manager is responsible for multiple administrative functions that support the advancement of VOC,
with primary oversight and management of all office services, equipment management and leasing agreements;
personnel record management; maintenance of building security, including management of rental agreements
and the Dos Chappell Bathhouse art exhibits; and coordination of basic financial services in coordination with
VOC’s bookkeeper.
The position requires a highly organized, detail oriented individual with exceptional multi‐tasking capability in all
aspects of office administrative management.
The Office Manager reports directly to the Executive Director and also serves as the Executive Director’s primary
administrative assistant.
Responsibilities
1) Office Management
 Oversee office, representing VOC to the public through phone and personal contact, including receiving and
responding to “general inquiry” emails sent to voc@voc.org.
 Maintain office equipment (computers, telephones, internet services, copier, etc.) including training and
troubleshooting various software applications.
o Work directly as point of contact for IT, telephone, or any external contracted employee
associated with office equipment or maintenance
 Coordinate and procure office supplies and stationery.
 Perform general office support duties including copying, faxing, word‐processing and business errands as
needed.
 Review regularly and update employee handbook and personnel policies and procedures.
 Maintain Board of Directors records including Executive Committee and Board official documents and other
pertinent annual records.
 Assist Programs Director, Development Director, and other staff as assigned.
 Act as “point‐of‐contact” with Denver Parks & Rec staff (regarding building usage, maintenance, renovation).
 Manage Donor Bricks on the south/north terrace
2) Building Maintenance
 Oversee VOC cleaning service contract (as well as maintain inventory of cleaning supplies).
 Manage and oversee contractors for building maintenance as required
2 |V o l u n t e e r s f o r O u t d o o r C o l o r a d o 2 0 1 3
3) Art Shows
 Recruit local Colorado artists, oversee art exhibit scheduling and marketing; coordinate and attend artist
openings at the Dos Chappell Bathhouse and manage VOC‐related art show donations/proceeds
4) Facility Rentals
 Manage VOC’s large conference room and terrace room use for internal purposes and for public rental,
including: coordination of rental calendar for each room for both internal and external meetings.
 Provide pre‐meeting information to potential renters.
 Send post‐meeting invoices to accountant for processing and/or process checks/credit cards for rentals
payments;
 Manage the staffing schedule for after‐hour and weekend rentals;
 Assist with any necessary set‐up and clean‐up of rental groups;
 Ensure rental groups are following the rules and procedures as outlined in the rental agreement.
 Annually report on rental revenue, create goals for revenue generation, and work with Executive Director to
set rental rates and revenue targets.
5) Office Volunteer(s) Administrative Support
 Supervise, train and coordinate the work of volunteer assistants to insure satisfactory management of front
desk duties including:
o Assigning and monitoring clerical and administrative functions;
o Coordinating and managing requests for information about VOC and its programs to volunteers,
donors, and other interested parties (via mail, phone, e‐mail, fax, web site and walk‐ins);
o Recruiting and selecting volunteer assistants as required; tracking volunteer hours as required.
6) Membership; Donations/Contributions; Invoices
 Ensure accurate and complete data entry in VOC’s database.
 Troubleshoot, communicate and implement solutions for issues/problems with the databases.
 Prepare bank deposits, verifying and balancing receipts, and depositing cash, checks, or other forms of
payment in the bank.
 Process contribution tracking forms for thank you letters and record keeping.
 Work directly with Executive Director and contract bookkeeper in preparing invoices for processing including
bill payments.
 Maintain controls and tracking of petty cash.
 Update information as needed, including maintenance of committee information, donor contact
information, and regular (at a minimum, annually) review of various publication needs and source codes.
 Coordinate and set up tracking mechanisms to gauge success of response to various mailings and events,
including email solicitations, annual appeals.
 Manage input of membership, annual campaign contributions and in‐kind donations in VOC’s database.
 Assist in preparation for, act as primary contact for, and carryout of tasks associated with the annual audit.
3 |V o l u n t e e r s f o r O u t d o o r C o l o r a d o 2 0 1 3
7) Database / IT support
 Act as point of contact with IT companies, including both database/website design company and internal
systems management company.
 Maintain familiarity with systems administration of phone system, server‐related technology, and database
technology in order to act as a “point of contact” for staff questions/needs.
 Troubleshoot internal issues related to individual workstations as necessary.
8) Volunteer Relations & Outdoor Stewardship Programs Assistance
 Supervise and coordinate data entry related to project volunteers, crew leader and group volunteer sign‐ups,
and project waivers.
 Field various phone calls associated with projects, register volunteers through the volunteer database,
provide project‐related materials to volunteers.
 Answer voc.org questions via phone and email regarding registration login, project registrations, and related
inquiries.
 Work with Crew Leader and Project Management Training participants to
o Take payments over the phone, via email, and by check
o Assist in invoicing groups/individuals for trainings
o Send appropriate feedback including receipts and payment acknowledgement
o Register participants for trainings (at www.volunteeroutdoors.net)
9) Human Resource Management
 Assist in managing employee payroll and benefits including health, dental, 403b, as well as data for paid
time off (vacation, sick, personal, and supplemental paid time off); coordinate payroll efforts with
contracted bookkeeper.
 Review regularly and update employee handbook and personnel policies and procedures.
 Manage hiring procedures for new employees (including computer setup, phone access/extension,
building/facility orientation including key assignment, updating auto insurance, email system, server
information, internal documents, update of website(s), creation of usernames/passwords on the various
databases, ordering of business cards/name badge, instruction on basic office procedures including
petty cash, expense reimbursement, vehicle procedures, add employee to long‐term disability plan,
Voyager Fleet account, and procurement and submission of driver’s MVR for auto insurance purposes,
assign VOC merchandise as needed).
 Manage termination procedures for former employees (including removal of employee from all
disability, health, dental, auto insurance, Voyager Fleet policies; retrieve any office‐related items such as
building key and VOC merchandise, removal of usernames/passwords associated with any VOC
databases, computers, email systems, accounts.
QUALIFICATIONS
 Must possess a willingness and commitment to support VOC’s mission of outdoor stewardship and public
engagement.
 Must have three to five years of office management experience, ideally within in a non‐profit organization.
 Demonstrated experience and excellent skills in:
 written and verbal communication;
 office management and administration;
4 |V o l u n t e e r s f o r O u t d o o r C o l o r a d o 2 0 1 3
 database management ;
 attention to detail and high level of accuracy;
 effective written communications skills, including email at a high proficiency and error‐free level
 computer skills including the demonstrated proficiency in all Microsoft Word programs, most
expressly in Excel spreadsheet management and word processing
 Experience in dealing with the public, including a welcoming, customer‐oriented attitude.
 Ability to work well under pressure and effectively handle difficult, sensitive situations and relationships.
 Ability to maintain a high level of confidentiality.
 Ability to work flexible hours, including occasional evenings and weekends.
 BS/BA in a business or related field. Experience may be substituted for degree.
HOW TO APPLY
VOC provides a competitive benefit and compensation package. To apply for this position, please send your
resume, cover letter and salary requirements to Ann Baker Easley at ann@voc.org. All applications are to be
submitted via email. No phone inquiries please. To learn more about us, please visit www.voc.org.
The position will remain open until filled.
Volunteers for Outdoor Colorado is an Equal Opportunity Employer and values diversity in people and ideas.

01/08/2013

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