Office Manager

November 22, 2013

NOTE: This job listing has expired and may no longer be relevant!

Job Description

NWRPCA Position Description

Position: Office Manager
Reports to: Finance Manager
Supervises: Interns
Hours: Full time
FLSA Status: Exempt
Date: October 2013

General Statement:

The Northwest Regional Primary Care Association is an association of community and migrant health centers in Alaska, Idaho, Oregon, and Washington.

Position Description:

The Office Manager is a key staff person responsible for day-to-day functions, facilitating smooth and efficient office operations and providing general administrative and logistical fiscal support to NWRPCA staff under the direction of the Finance Manager.

Duties and Responsibilities:

  1. Act as office receptionist, answering phones and referring calls to appropriate staff as well as routing faxes, delivering incoming mail and sending outgoing mail.
  2. Serve NWRPCA staff as a conduit to management for high level questions on Finance and Personnel Policy, payroll questions, office procedures, and employee benefits while answering day to day questions on those procedures for staff.
  3. Ensure all finance policies are followed while collecting and processing all accounts payable transactions and enter them into the accounting system. Collect invoices with check request/purchase orders, bankcard reconciliations, and ensure NWRPCA has a copy of the executed contract for any contract payments.
  4. Maintain all contract files and update NWRPCA management monthly on any contracts that need attention. Ensure that all contract terms are being completed by both/all parties.
  5. Ensure all finance policies are followed while collecting and processing all accounts receivable transactions and enter them into the accounting system. Create and mail invoices, recognize payment on invoices, invoice/collect contract payments, enter credit card receipts into accounting system, complete bank deposits, and enter bank deposits into accounting system.
  6. Process all Check Requests and Purchase Orders in accordance with finance policies and assign purchase order numbers as required.
  7. Under the supervision of Finance Manager and in accordance with Personnel Policies, collect timesheets and process bi-monthly payroll, including tracking up-to-date employee PTO/holiday balances and entering payroll information into the accounting system.
  8. Work with NWRPCA staff in receiving invoices for general and administrative activities and expenses (e.g. Integra, Pitney Bowes, Pacific Office Automation), ensure that the invoices are correct, and either write a check request for them, create purchase order requests when appropriate, or pair them up with the appropriate open purchase order number.
  9. Under the supervision of the COO, track employee professional development plans and ensure that employee expenditures are reported in a timely manner.
  10. Work with the Finance Manager to ensure benefits (Group Health, Delta Dental, Flex Plan, Hartford, Aflac) are paid in the correct amounts, and deductions from employee pay match those amounts.
  11. Assist the Finance Manager with the month-end closing processes and checklist as needed, which includes, but is not limited to, accounts reconciliation, creating and entering month-end journals, preparing entries for accounting system, and distributing financial reports to program managers.
  12. Handle cash and cash equivalents (print checks, check out credit cards to other staff, make bank deposits) in accordance with financial policies.
  13. Prepare A-133 audit schedules, act as on-site contact for yearly audit field work, and serve as secondary contact for auditors while they are off-site.
  14. Provide support to Senior Management and work with the Executive Assistant to: post job descriptions, job openings, and recruitment advertisements; modify/update/print employee handbooks and personnel policies, maintain personnel files; accept application materials, provide initial screening of applications, develop new-hire orientation, and set up orientation meetings for new staff.
  15. Field reference requests and forward to CEO or other appropriate staff member.
  16. Support and assist Senior Management with the annual benefit review and renewal efforts, maintain comprehensive files, and act as primary contact with brokers and vendors.
  17. Maintain electronic and/or hard copy records and files such as accounting files, employee benefit files, personnel files, contracts, and other business operating documents.
  18. Maintain & replenish supplies as needed, including: letterhead, general office supplies, printer/photocopier/fax toner, postage, mailing supplies, and kitchen supplies while following the purchase order procedure.
  19. Serve as primary contact with Trinity Unity Methodist Church and other vendors for supplies and services.
  20. Plan and coordinate quarterly staff motivational outings within budget.
  21. Provide support for NWRPCA’s conferences and other training events as requested.
  22. Aid the Education and Training team in reconciliation of events.
  23. Actively recruit, train and supervise NWRPCA Interns & Volunteers.
  24. Other duties as assigned.


  1. Associate’s degree in accounting or equivalent work experience.
  2. Experience in nonprofit or healthcare environment preferred.
  3. Experience in online credit card processing and ADP payroll processing preferred.
  4. Excellent organizational skills and strong attention to detail.
  5. Strong computer skills, including accounting software and Microsoft Office Suite.
  6. Demonstrable experience in general office procedures and equipment.
  7. Professional telephone manner.
  8. Must be flexible, self-motivated, able to prioritize multiple tasks, able to carry a heavy workload, and committed to social justice.
  9. Ability to work as a team member and work effectively with diverse people.
  10. Demonstrated awareness of and understanding of cultural competence and its value, and the need to include it in task implementation.
  11. Physical ability to stoop, kneel, bend, use a computer and perform light lifting.

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