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Part-Time Office Manager


Not for Profit and Charities

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Branch Information

Charleston, WV - (USA) 503 Pennsylvania Avenue WV Charleston , WV - 25302 Phone : 304-346-9617



Job Description

Are you looking for an exciting local opportunity in the Charleston area? Manpower of WV is seeking a Part-time Office Manager for a regional employer in the Charleston area.

Hours of work: Flexible hours between the hours of 8am-4pm Monday-Friday.

15-20 hours per week on average.

Daily Responsibilities

*Answer phones, check voice mail and follow up promptly and as needed

*Maintain a log of communication, such as calls from members, vendors and responses

*Provide reception services for walk ins. Answer door if door is locked.

*Check email and fax machine, distribute/respond as needed

*Open/distribute mail to appropriate person or mailbox. Provide clerical support to supervisor and staff including preparing/distributing communications for various committees

*Organize files and folders as needed. Keep accurate documentation and information

*Obtain visitor information. Distribute food from food pantry to individuals.

*Obtain information from and to individuals needing assistance

*Distribute and collect facility usage forms. Distribute keys and collect monies.

*Track Key deposit and refunds as appropriate. Help organize and maintain an up-to-date activity and rental schedule. Keep supervisors aware of any problems.

*Inform custodian of upcoming events and if he is needed to setup/take down


*Organize bills and write checks to be signed. Keep an accurate account balance on all accounts in check book register.

*Record weekly deposits. Balance accounts with Treasurer. Mail Members statement of giving three times a year, in February, June, and beginning of November. Make corrections as necessary.

*Maintain and update information in membership, donations, schedule.

*Check and order supplies for office, kitchen, and cleaning needs. Order supplies for functions as submitted by supervisors. Pick up supplies as needed.

*Provide assistance to committees, session members and elders in developing and forwarding notices. Prepare and duplicate minutes for monthly session minutes

*Buy postage stamps. Mail letters. Check Post Office Box for mail.

*Update and edit outside Marquee

*Update Facebook, Twitter, and Website with any pertinent information or upcoming events at least once during the week.

*File and organize bills and correspondence

*Update phone, email and address directory. Distribute as needed.

*Develop a vendor contact list including phone numbers and contact person with note regarding what vendor does (i.e. services elevator, services roof, services boiler, etc.).

*Prepare payroll twice a month through ADP


*Prepare materials for monthly session meetings as requested

*Mark copies and file session meeting notes as needed

*Assemble newsletter, proofread it, provide to supervisor for inspection, make any necessary changes. Send newsletter via mail or email

*Update communications board

*Update computer as well as any other necessary technology maintenance (fax machine, copier, etc.)

*Obtain and submit any reports requested, including annual reports

*Scan and Archive important papers into computer in appropriate folders for easy access. This would include but not limited to lease information, important letters, contracts, personnel information, important documents)

*Record attendance information in database and inform supervisor of visitors