Office Manager Job Description

Employment Type: Part-Time (3 days per week) – ON SITE 

The Asian/Pacific Islander Domestic Violence Resource Project (DVRP) is a non-profit organization in Washington, DC.  Our mission is to address, prevent, and end domestic violence and sexual assault in Asian/Pacific Islander communities while empowering survivors to rebuild their lives after abuse. 

OVERVIEW: 

The Office Manager oversees and coordinates all of the office’s administrative and operational activities with special attention to database management. 

Responsibilities: 

  • Database management and record-keeping 
  • Provide administrative support to Executive Director 
  • Management of incoming donations, receipt issuance and acknowledgement, and donor and financial reports
  • Maintenance of membership relations  
  • Process payroll for hourly, salaried, and temporary employees; including reviewing and importing hours from time and attendance system, entering tax and direct deposit information 
  • Maintain employee records in payroll systems. 
  • Produces scheduled and ad-hoc reports pertaining to payroll and human resources requirements. 

Expense functions, to include: 

Receive, review, and verify approval of all invoices and check requests; 

Ensure appropriate documentation is provided/attached; 

  • Obtain/collect requests for taxpayer id information (W-9 / W-8) and maintain system 
  • Code with proper expense account and project/class information and input into QuickBooks; 
  • Process and distribute payments or voids; 
  • Verify and reconcile expense reports as well as staff travel advances 
  • Reconcile vendor statements and respond to vendor inquiries; 
  • Request back-up receipts, duplicate invoices as necessary; 
  • Maintain vendor profiles in QuickBooks; 
  • Prepare general journal entries 

Deposits/cash receipts; bank transfers; and receivables, to include: 

  • Obtain, review for accuracy, code, and enter into QuickBooks banking module as deposits,  
  • Enter pledges and other receivables 
  • Responsible for invoicing/billing activities, as needed 
  • Run credit card sales/donations as requested 
  • Prepare journal entries 

Other Financial: 

  • Prepare monthly and year-end financial statements; 
  • Reconcile financial records with bank statements; 
  • Adjustments – review, code with appropriate account information as an increase or decrease adjustment and enter; 
  • Finance related documents – Maintain all documents in an organized, accurate, and timely manner for easy retrieval; 
  • Maintain all balance sheet accounts and reconcile to general ledger; 
  • Maintain files, worksheets and back up, on and off site, in accordance to record retention guidelines; 
  • Support annual audits; 
  • Perform other related duties as requested and assigned. 

 Qualifications: 

  • Bachelors Degree or equivalent experience  
  • 5+ years of nonprofit administrative experience, required 
  • Proficiency with MS Office and QuickBooks required 
  • Strong writing and editing skills   
  • Experience in creating budgets and in financial reporting to funders  
  • Previous administrative and office management experience 
  • Database management training and experience 
  • Knowledge of budgets and financial reporting 
  • High level of organization and attention to detail 
  • Ability to communicate well and work both independently and collaboratively 

 Compensation: $18-$20/hour based on experience  

To apply: 

Send a cover letter and resume to Krittika Ghosh at info@dvrp.org with “Office Manager Inquiry” in the subject line.  We are accepting applications on a rolling basis until January 10th, 2020.  Selected candidates will receive a response for an interview by January 15th, 2020.   

DVRP  is committed to equal opportunity in employment and, in accordance with the District of Columbia Human Rights Act of 1977, as amended, does not discriminate on the basis of “race, color, religion, national origin, sex, age, marital status, personal appearance, sexual orientation, gender identity, family responsibilities, matriculation, political affiliation, genetic information, disability, source of income, and place of residence or business.