Job description

FORWARD VISIONS INC.

POSITION: Office Manager and Development Assistant

HOURS/WORK ENVIRONMENT: Non-Exempt Full Time, In Office, Occasional Evenings and
Weekends Required

REPORTS TO: Executive Director

SUPERVISORY RESPONSIBILITIES: None

Forward Visions Inc., located in Hunt Valley, Maryland, is a 501c3 that offers a wide array of supportive services to help individuals with intellectual and developmental disabilities grow more independent and achieve fuller, more satisfying lives. We provide quality residential and in-home care which enable disabled adults to live within their own communities. Through caring attention and specialized support, individuals with intellectual and developmental disabilities can take steps toward a future that offers greater personal fulfillment as well as increased involvement in the community. Forward Visions’ services offer each individual a custom-tailored and unique path to a more independent life.

Position Overview: Office Manager and Development Assistant

Reporting to the Executive Director, the Office Manager and Development Assistant (OMDA) is responsible for the overall organization and implementation of the administrative processes and needs of the organization. The OMDA works collaboratively with the executive team and demonstrates a high-level professionalism. Development responsibilities include the management and set up of a donor management software system, managing donor acknowledgements, and misc. development activities. The position serves as executive assistant to the Executive Director and maintains a high level of confidentiality. This is a Full-Time hourly position, @ 40 hours per week, 8:30 am – 5:00 pm, requiring occasional evening and weekend hours.

General Office and Organizational Management

• Maintains highly professional demeanor. Greets clients, visitors, and guests. Manages vendors and scheduling of services. Problem solves. Responds to and resolves administrative inquiries and questions with professional care.
• Develops and maintains organizational system for stocking of office supplies, printed materials, and residential home supplies. Manages costs. Organizes and distributes medical supplies. Maintains Personal Supports organizational system.
• Manages contact email inbox, and accounts for: IP/phone & voice mail, Comcast, copy machine, postage meter. Maintains agency staff and client contact information.
• Maintains electronic and paper filing systems and procedures.
• Maintains a system for recording expenses, residential reimbursements, and monetary requests.

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• Creates and maintains personnel records.
• Manages administration needs of events or outreach needs.

Executive

• Serves as executive assistant to Executive Director. Prepares agendas and schedules for meetings. Records and distributes minutes or other records for meetings.
• Drafts correspondence on behalf of the Executive Director. Attends staff meetings and prepares minutes.
• Develops and maintains highly organized filing systems.
• Schedules and coordinates meetings on behalf of Executive Director.

Development

• Maintains Constituent Management Software.
• Records monthly donations into software platform.
• Works with finance to compile receipts, invoices, and donor reports, assuring all are accounted for and are accurate.
• Keeps records of all financial and in-kind donations in donor software system.
• Manage receipts for donations, including acknowledgment letters and yearly donor statements. Generates acknowledgement letters and appropriate donor correspondence.
• Generates donor reports for Executive Director.
• Assist with online grant applications and packages.

Other Duties as Assigned

Required Skills/Abilities:

• Superior administrative and organizational skills with high attention to detail. Excellent interpersonal and customer service skills.
• Demonstrated proficiency in Excel, Microsoft Office Suite and/or related software.
• Demonstrated proficiency and understanding of clerical procedures and systems such as recordkeeping and filing.
• Experience administering donor management software systems such as Network for Good, eTapestry, Razor’s Edge, Civi.
• Experience in data base management and/or work-flow cloud systems.
• Ability to work independently and with a team.
• Ability to be flexible within a growing and changing organization, while bringing clarity and organization to administrative needs.

Education and Experience:

Three to five years of experience in an administrative, development, or similar role.

Preferred Experience

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• AA or BA degree preferred, but not required in lieu of experience.
• Excellent analytical skills, with experience in finance administration.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Ability to lift 15 pounds.

Benefits:

• Health Insurance Accidental Death and Dismemberment
• Dental Insurance Insurance
• Visions Insurance Vacation, Personal, and Sick Leave * Short term Disability 9 Paid Holidays

• Life Insurance Optional Enrollment in 403(b) Plan

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Job Type: Full-time

Pay: $18.00 - $21.50 per hour

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• Weekend availability

Ability to commute/relocate:

• Cockeysville, MD 21030: Reliably commute or planning to relocate before starting work (Preferred)

Application Question(s):

• Able to pass a background check?

Experience:

• Customer service: 4 years (Preferred)

Work Location: In person

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