We’re Hiring an Office Manager
About Court Watch NOLA:
Since 2007, Court Watch NOLA has recruited, trained, and supported volunteers in observing and reporting on whether Orleans Parish Criminal Court judges, prosecutors, public defenders, and other public servants are doing their jobs professionally, transparently, and efficiently. Volunteer court watchers carry bright yellow clipboards, and their daily presence in the courtroom helps identify systemic problems while sending the message that New Orleanians care about making the court system more accountable and just.
Court Watch NOLA’s mission is to promote reform in the Orleans Parish criminal court system through civic engagement and courtroom observation.
About the Job:
The Office Manager is a full-time position and will work at the Court Watch NOLA office. The Office Manager will report to the Executive Director and in some circumstances to the Deputy Director. The Office Manager’s duties include:
- Executive assistance: serve as the main point of contact to the Executive Director, including but not limited to coordinating her schedule; scheduling appointments with staff, Board members, and others wherever these individuals are expected; arranging travel; and troubleshooting or contacting technical support as needed.
- Determine the nature of these appointments and prepare the necessary background material wherever possible. Remind the Executive Director when issues need to be followed up.
- Reception: central call, email, and mail replies to general inquiries and/or forwarding the communications to staff; greeting office visitors; maintaining photocopies of volunteer materials on desk; ordering office supplies; checking mail both on-site and off-site; updating social media accounts and the website as needed; coordinating hiring.
- Board meetings: coordinate physical and logistical arrangements for Board meetings, including but not limited to room reservations; meeting announcements; serving as staff liaison to members attending; preparing and distributing financial and organizational reports, meeting agenda, and prior minutes; refreshments; and preparing initial minutes drafts.
- Other meetings and trainings: coordinate physical and logistical arrangements for meetings or trainings, including but not limited to room reservations; refreshments; preparing and distributing materials; and videography or photography as needed.
- File management: maintain central files systems and/or databases, including but not limited to scanning, recording, and saving documents; maintaining personnel and leave records.
- Finances: basic bookkeeping tasks assigned by the Deputy Director, including but not limited to inputting daily entries to the QuickBooks general ledger; recording revenue received and all invoices; preparing and making bank deposits; processing payroll; completing and sending donation acknowledgment forms; preparing and sending expense reimbursements for the Board Chair’s approval; paying bills; and assisting tax preparers and auditors as needed.
- Teamwork: contribute to team effort by assisting staff and Board members in optimizing their time and facilitating the exchange of information by suggesting more efficient ways to run the office and troubleshoot malfunctions.
- Grant Reporting and Development Assistance: prepare and write all grant reports for relevant fundraisers; coordinate with the Development Director to prepare fundraising reports by providing relevant documents, collecting comprehensive fundraising lists, and coordinating the yearly fundraiser; preparation of thank you notes for annual appeal, fundraising events and other events that require correspondence to donors; database management.
Desired qualifications include:
- Excellent organizational skills, meticulous attention to detail, an ability to think proactively, problem-solve, and prioritize work are all a MUST;
- Proven ability to write clearly and succinctly on a short deadline, and in a way that appeals to the targeted audience is a MUST;
- Reliable transportation is a MUST;
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), social media (Twitter, Facebook, Constant Contact, MailChimp), Google applications, and WordPress;
- Exceptional work ethic;
- Ability to collaborate effectively to achieve common goals;
- Proven ability to work independently, strong self-motivation, and effective time-management skills;
- Previous experience with QuickBooks and accounting is preferred but not required; and
- Experience with troubleshooting software and internet platform problems is preferred.
Court Watch NOLA values diversity and an inclusive culture. We encourage applications from all qualified candidates without regard to race, color, religion, gender, sexual orientation, gender
identity or expression, age, national origin, marital status, citizenship, disability, and veteran status.
How to Apply:
If you are interested, please send an email with the subject line “Office Manager applicant” with a cover letter, detailed resume, and list of three references to firstname.lastname@example.org by February 28, 2019.
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Please check out Court Watch NOLA’s newly released “The State of Magistrate Court” report, in which CWN makes 7 recommendations and 1 commendation regarding the Orleans Magistrate Court.