Office Manager

Job Title: Office Manager

Primary Responsibilities

The Office Manager is a very important position at HHS Wildlife Center. They work together with the Wildlife Director and Wildlife Deputy Director to help keep the center running smoothly. It requires a self-motivated person who can work independently and with others, prioritize multiple ongoing projects,
and produce quality work.

Assist Directors

•  Schedule meetings
• Send emails as requested by the directors
• Return calls for the directors when needed
• Take minutes at all meetings
• Assist with events and presentations

Employee Onboarding and Appreciation:

• New Staff:
  • Create a folder for each new staff member with onboarding paperwork
  • Order name badges, desk plates, and business cards for indicated new staff
  • Input new staff into the time clock
  • Enter the desired alarm code for new staff
  • Distribute keys and obtain a signed key agreement 
• Track birthdays and anniversaries of all staff to notify directors
• Help the director plan quarterly staff meetings
• Update organizational chart and distribute to interested parties
• Add requested job openings on sites such as LinkedIn and NWRA
• Keep the center schedule updated

Technical Assistance:

• Contact IT at HHS with phone, credit card machine, and computer issues
• Contact Comcast when the internet is not working

Fundraising:

• Process Friends of the Forest donations and produce personalized nameplates
• Process Adoption and Animal donations
  • Keep the website up-to-date
  • Send adoption packages
  • Update adoption packages regularly to hold audience interest

Financial

• Check the mail and distribute as needed (record all donations made via mail)
• Remove all donations & sales from the safe and update the official record
• Daily reconciliation of Lightspeed to donations & sales
• Record all cash and credit card donations and send them to HHS weekly
• Compile a weekly deposit to be taken to the bank
• Send all In Honor of and In Memory of donations to the HHS representative
• Process and report on in-kind donations
• Review and record all expenses (send hard copies to the accountant at HHS)
• Input all expenses into Quickbooks for wildlife center internal reporting
• Code HHS expense reports for Phyllis monthly

Payroll

• Make time adjustments to ADP (as needed)
• Ensure all time/hours have been approved by managers at the end of every pay period
• Ensure all exceptions on ADP have been cleared at the end of every pay period
• At the end of the pay period, report that time has been reviewed to HHS

Miscellaneous

• Contact vendors with pertinent issues
• Keep office supplies stocked
• Maintain City of Houston permits
• Assist other staff when needed
• Other duties as assigned by the director

 Qualifications

• Previous experience working in an office setting (experience working in a non-profit organization preferred)
• Must be proficient in basic computer applications, including Microsoft Office applications (Excel, Word, Publisher)
• Must have reliable transportation
• Quickbooks experience preferred

Skills

• Must possess a positive and inviting demeanor that makes people feel welcome and appreciated
• Ability to work productively in a fast-paced & high volume environment with frequent interruptions
• Ability to maintain a calm, respectful, and professional (yet assertive) demeanor when dealing with difficult situations involving the public
• Must be well-organized and able to effectively manage multiple tasks, projects, and responsibilities
• Must possess problem-solving skills and take initiative when issues arise
• Ability to work well with diverse groups of people
• Strong written and verbal communication skills
• Must be able to stand, bend, stoop, lift up to 30 lbs, climb a step ladder, and read small text (reasonable accommodations may be made to enable individuals with disabilities to perform these duties)

Shift Hours:

• Required - must be available to work 40 hours per week
• 9:00 AM - 5:00 PM Monday through Friday
• Ability to work on weekends when needed
• Willingness to adjust hours to accommodate the needs of the job
• Must attend any scheduled meetings

Changing Office Locations:

The HHS Wildlife Center will be changing locations to a new and improved building in 2024. The new location will be 3100 W. Fuqua Street, Houston, TX 77045. All employees must be willing to work at the current location and switch to the new location after the move.

Send additional documents including resumes and cover letters to kmalan@houstonhumane.org.