Office Manager – Cayuga Strategic Solutions

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TO APPLY:  Forward cover letter and resume to Executive Director, Cayuga Strategic Solutions, 2 State Street, Auburn, NY 13021.  Or submit via e-mail to tverrier@cayugaeda.org. Applications will be reviewed as they are received and the position will remain posted until the right candidate is identified. Applicants can expect to receive communication from CSS regarding the status of their application within ten business days of submission.

POSITION DESCRIPTION

 

POSITION TITLE:  Office Manager

REPORTS TO:         Executive Director

SCHEDULE:             Part-time (22.5 hours per week)

LOCATION:             2 State Street, Auburn, NY

 

POSITION SUMMARY:

The Office Manager will be responsible for overseeing the administrative and financial activities of Cayuga Strategic Solutions and its affiliate organizations. The position will provide executive assistance to the Executive Director and key personnel in the areas of scheduling, communication, record keeping and supply management.  In addition, the Office Manager will oversee (with direction from the Executive Director) select financial operations of the organizations such as payroll processing, credit card processing, and cash management.  The Office Manager will also organize day to day financial activities, such as incoming bills, statements, and check signing to assist a third party bookkeeper. Demonstrating success in this role will be achieved through accuracy and timeliness of performing administrative duties, efficiency in scheduling and supply management, and overall reliability in financial activities.

POSITION REQUIREMENTS:

  • Attention to detail a must
  • Ability to be well organized and maintain accurate records
  • Strong written and oral communication skills are required for this position
  • Ability to manage time and prioritize multiple tasks
  • Ability to maintain professional demeanor at all times
  • High level of confidentiality required due to both financial and human resource information handling
  • Some scheduling flexibility around large events

EQUIPMENT, MACHINES AND SOFTWARE USED: 

  • Basic computer skills, including email, internet navigation, word processing, bookkeeping, database management, and/or data entry.
  • Ability to use software programs such as Microsoft Office and Adobe required, as well as Quickbooks preferred.
  • General office equipment is used such as a computer, printer, photocopier, telephone, fax machine, scanner, and calculator.

POSITION QUALIFICATIONS:

Candidates for this position must possess a high school diploma or equivalent (Associate’s Degree preferred) with at least 2 years of relevant office experience.  4+ years of experience may be substituted. Candidates with experience in bookkeeping and office management will receive high priority.

 

ABOUT CAYUGA STRATEGIC SOLUTIONS:

Cayuga Strategic Solutions (“CSS”) is a joint venture of and the employing entity for the Cayuga Economic Development Agency and Cayuga County Chamber of Commerce, as well as the Cayuga County Chamber of Commerce Foundation (“affiliate organizations”). CSS currently has a team of ten working to engage, educate, and support the Cayuga County business community with the goal of creating a more vibrant business environment that encourages growth and provides a variety of opportunities to all residents and visitors. CSS offers a friendly and flexible work environment, as well as an employee assistance program, professional development opportunities, paid holidays, paid time off after six months, and a 401k match after one year. Located at 2 State Street in downtown Auburn, CSS is centrally located near restaurants, entertainment, and services.

 

DETAILED POSITION RESPONSIBILITIES:

General Administrative Duties

  • Board Assistance
    • Maintain minutes for affiliate organization boards, as well as board committees as needed
    • Prepare packets for each board meeting and distribute one week in advance of meetings
    • Prepare board and committee schedules annually and update periodically
    • Prepare orientation handbooks for incoming board members
  • In coordination with Executive Director schedule and set agendas for monthly staff meetings
  • Assist with preparation and staffing of events, as needed
  • Corporate Record Management- Maintain corporate records for all affiliate organizations
    • Ensure compliance with Sarbanes – Oxley through implementation of policies and procedures in accordance to laws and recommendations
  • Reception Coverage
    • Answer incoming calls for all affiliate organizations and direct as appropriate
    • Act as welcome center for incoming appointments or walk ins for all affiliate organizations
    • Manage reception area for cleanliness and attractiveness
    • Sort and distribute incoming mail for all affiliate organizations and tenants
  • Order office supplies and coordinate inventory management for all affiliate organizations

Finance

  • Process all deposits and handle cash management for all affiliate organizations, including transporting deposits to the bank as necessary
  • Payroll processing in coordination with payroll services, including tracking paid time off
  • Communicate with bookkeeping and auditing entities, and relay all transaction information and adjusting entries for timely preparation of financial statements

Executive Assistance

  • Communication management for Executive Director and staff
    • Communicate messages and draft written communication on behalf of and with direction from the Executive Director
    • Manage address books, mailing databases, and key contact information
  • Scheduling
    • Manage the conference room calendar and room setup for scheduled meetings
    • Track/monitor deadlines for organizational contracts, leases, reporting, and other obligations
  • Building Management
    • Communicate with building tenants
    • Identify and schedule service for building related maintenance and repairs
    • Track building information, such as key and fob assignments

Other

  • Perform all other duties as assigned
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