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at Greater Birmingham Humane Society (view profile)
Location Birmingham, AL
Date Posted 01/05/2018
Category Administration / Operations
Job Type Full-time
Salary $28,000 - $31,000 DOE


Job Title:          Office Manager

Reports to:      Controller

Job Location: Snow Drive

General Description
The Office Manager organizes and coordinates administration duties and serves as the point person for facilities management. The position works with the Finance Office, Development Office and performs other administrative duties as assigned. Position requires an understanding of the nonprofit field, understanding of bookkeeping procedures and computer applications, and the ability to quickly learn new systems and operate in a dynamic environment.

Job Duties

Finance Support

  • Prepare invoices
  • Facilitate distribution, collection of receipts, and entry of credit card statements
  • File all payables, journal entries, and deposit batches; verify documentation is complete for audits
  • Assist with the annual budget process
  • Assist the Finance Office with other financial analysis and accounting tasks as needed

Administrative Support

  • Maintain relationships with vendors and facilitate maintenance and repairs for facilities, copy machine, computers, printers, network and telephone system
  • Setup extensions, assist staff with issues, and share best practices on phone system usage
  • Facilitate maintenance and repairs for fleet of vehicles and set up proper procedures for checking out vehicles and reporting of issues
  • Assist in the development and implementation of new procedures and practices
  • Produce procedure manuals, process documentation, and training for staff and others as needed
  • Ensure common areas, kitchen and administrative hall appears neat and professional at all times

Development Support

  • Provide administrative support for events and campaigns
  • Provide on-site support at fundraising events as needed
  • Assist in donor stewardship to generate timely and accurate acknowledgement letters for donors
  • Assist in invoicing and pledge reminders
  • Assist staff with database reports and queries


  • Assist with monthly census reports
  • Provides general office support as needed
  • Possess thorough and current knowledge of GBHS and articulate information to the public
  • Coordinate special projects as assigned
  • Provide support in other departments as assigned

Position requirements

Full-time, salaried, non-exempt, 40 hours per week, typically during regular office hours 8:30-5:00 pm. Employees may be asked to work extended hours or on weekends and holidays without much advance notice on occasion. Must be able to work with and around animals of all types (cats, dogs, rabbits, birds, etc.). Must be able to work in an environment that provides humane euthanasia to animals.


  • Minimum of 2 years of relevant work experience
  • Must be detail-oriented, have a working knowledge of databases, preferably QuickBooks, and their typical functions, proficient in Microsoft Office and possess an ethic of accountability in the workplace
  • Must be committed to providing excellent customer service
  • Possess excellent verbal and written skills
  • Ability to interact professionally with stakeholders and demonstrate good judgement
  • Ability to prioritize tasks and focus on multiple projects and deadlines simultaneously
  • Ability to overcome challenges and problem-solve
  • Must be a self-starter with ability to work independently and as a member of a team
  • Commitment to GBHS mission and values
  • Vehicle and valid driver’s license and must be willing to use them on occasion as job duties require

No phone calls, please. Send resumes to: