Office Manager Job Description
Homeless Not Hopeless Inc. (HNH)
The Office manager is the primary contact for HnH and is the face of HnH. People and other organizations will form an opinion of HnH by the way they are treated by you. The Office Manager reports directly to the Chief Operations Officer and keeps her/him informed of issues that need to be resolved or messages that need to be returned and/or dealt with. In addition to the responsibilities below, there may be other tasks that would be needed from time to time as determined by the COO.
The Office Manager:
answers the phone and responds to questions and/or takes messages. Incoming calls recorded on the answering
machine are to be returned promptly.
welcomes visitors or potential residents, warmly answers any questions, and refers them to House Manager or COO.
welcomes people/organizations that may wish to volunteer their time, goods or financial support. Refers same to
COO. No one who offers support of any kind will be turned away.
opens mail, prepares bills for Bookkeeper, and takes appropriate action on other mail as needed.
keeps corporate files, client files and correspondence up to date. Files should be available to COO, House Managers,
Treasurer and President.
records and processes all contributions, grants, etc. in the grant/donation database.
keeps donations, grants, other income and community fees separate so Bookkeeper can input data into correct
account.
is responsible for receiving community fees for each resident in the form of money orders. Absolutely no cash is to
be accepted.
is responsible for recording the fees in each house’s community fee tracking report.
reports overdue community fees to the House Managers, COO and Treasurer via the Community Fee Tracking
Report on a weekly basis.
prepares deposit slips and keeps a copy for input by the Bookkeeper into the corporation's books.
prepares deposit slip keeping a copy of all supporting checks etc.
assists the Chief Operations Officer by keeping track of prospective applicants.
tracks occupancy. When vacancies exist she/he will contact potential residents who have already been interviewed
and approved, but no vacancy existed at that time. If none on that list is available, she/he will then contact the
agencies that send us residents. This can be done by sending an E-Mail with a copy to the COO and President.
provides application and ensures applications are complete. Makes sure application is signed in all pertinent places
including the Reasonable Accommodation policy.
creates a folder for each new resident. List of medications is to be included in application and available to COO and
House Managers to be used as part of the interview process. Social Security numbers are required for all applicants.
is responsible for maintaining and updating each resident’s folder which includes application, education tracking,
other forms and exit information.
updates HMIS database for each new resident, and as one leaves, paper copies go into the resident’s folder.
assists residents with the necessary documents to obtain SSDI, food stamps, EADCC, etc.
meets weekly or more often as needed with the Chief Operations Officer and/or House Managers
gives all computer and/or document passwords to the Treasurer.
keeps track of restricted funds available and notifies Treasurer so restricted funds used can be transferred into the
proper account.
accumulates receipts for items purchased with corporate debit cards and transmits to Bookkeeper.
tracks expenses used with BJ gift cards. No new card is to be issued without receipts to substantiate items purchased
with a previous card.
prepares bulk mailings utilizing non-profit bulk mailing process to donors and others and works with volunteers to
accomplish this task as needed.
Must be proficient in MS Word, Excel, Outlook and Access
Good Communication skills