Office Manager
January 2025
For nearly two decades, Clean+Healthy has been an integral organization in the movement for a just and healthy world where toxic chemicals are simply unthinkable. Grounded in nimble and collaborative campaigns in New York State, and based in Albany, our work has been at the heart of nation-leading and market-shifting restrictions on chemicals that threaten our health and planet.
DUTIES AND MAIN RESPONSIBILITIES
Financial Management
Serve as primary point of contact with the Bookkeeper, tax authorities, etc., to ensure efficient financial monitoring and timely fulfillment of tax payment and reporting obligations.
Manage accounts receivable: prepare invoices for clients, process deposits, and resolve any billing issues, and record contributions in coordination with fundraising staff.
Manage accounts payable: serve as primary point of contact with vendors, process outgoing payments, and coordinate with staff to maintain accurate records of all expenses.
Develop, improve and put into practice procedures for handling finances and accounting, review accounting discrepancies and recommend corrective actions.
Manage regular and timely filing of lobbying reporting to New York State, in coordination with program staff.
Organization/Administrative Management
Develop, improve, and document administrative procedures.
Provide scheduling, technical, and logistical support for quarterly Board meetings, and take minutes.
Contract creation and distribution for signatures.
Maintain required records and registrations for legal and fundraising purposes.
Manage organizational use of technology, maintain and keep inventory of equipment and software, and provide technical support to staff as needed.
Prepare and proofread internal documents.
Manage organizational filing and recordkeeping, in coordination with staff.
Manage organization’s office, including incoming and outgoing mail, and supplies.
Manage organization’s CRM in coordination with fundraising, communications, and program staff.
Provide support for lobby days: printing, copying, creating packets, securing food, helping with setup at Capitol.
Work in coordination with the Development Coordinator on fundraising appeals printing and distribution.
Assist staff with travel arrangements as necessary.
Event Planning
Oversee setup, execution and cleanup of events (fundraising, lobby days).
Plan and carryout donor receptions, lobbying events, in collaboration with the team.
Handle logistics and planning for annual gala.
Human Resources Management
Oversee and manage human resources functions, including recruitment, onboarding, and employee relations.
Maintain current files for personnel; support staff in updating and accessing records.
Develop and manage human resources procedures in line with the legal requirements.
Ensure an efficient time and expense claim reporting.
Responsible for running payroll and administering changes in the system.
Manage interns as needed.
PROFILE
To succeed in this role, a candidate will be analytical, and structured with an eye for detail. The Office Manager must have the ability to work independently and to take initiative. They must be flexible and have the ability to multitask. This role requires a highly organized, detail-oriented, and results-driven individual with strong financial acumen and excellent interpersonal skills. The Office Manager is expected to drive best practices in finance, administration and human resources management within the organization to maximize efficiency and growth.You enjoy being the backbone of an organization that must adapt to shifting external opportunities and challenges, and thrive in a small nonprofit environment where multiple priorities must be advanced simultaneously and where collaboration - within and outside the organization – is fundamental. You’ll need to enjoy engaging with different online applications and seeking out effective solutions to meet our organization’s needs as technology changes rapidly.
Your role is essential to the success of our mission, and we seek a team player who would be proud to “keep the home fires burning” as program staff advance advocacy and educational campaigns at the local, state, and national levels.
REQUIREMENTS
3-5 years experience with QuickBooks, preferably QuickBooks Online
Proficient at Google Workspace, with a preference for knowledge of Workspace administration
Experience with CRM software, maintaining and updating organizational information
Comfortable using task/project management software like Monday
Previous A/P, A/R and payroll experience
Experience managing organizational logistics like purchasing, light tech troubleshooting, photocopying, scheduling, event setup and greeting, data entry and maintenance
TERMS
Permanent position, hybrid work location, and occasional travel.
Full time, i.e. 40 hours per week, with flexible working hours.
Salary commensurate with experience, $60,000-$65,000 per year.
Benefits include hybrid work schedule, unlimited sick/personal time, vacation time, employer paid health insurance, employer funded retirement contributions after 2 years.
Position is paid twice a month (15th and last day), preferably by direct deposit.
Reports to Director of Program Management, collaborates with the entire team.
Occasional hours outside of regular office hours.
HOW TO APPLY
Send an email to careers@cleanhealthyny.org with the following attachments. We seek to fill this position as soon as practicable. The position will remain open until filled.
Your resume
A short letter of introduction, explaining why you think you are a strong fit for this position and our mission
Three professional references
Clean+Healthy is committed to justice, equity, diversity, and inclusion. We seek and value a diverse staff and ensure our office is accessible for people of all physical abilities. We seek to go beyond We encourage people from all backgrounds and identities to apply. Learn more about us at www.cleanandhealthy.org
