Court Watch NOLA is 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 Position:
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 the Deputy Director. The Office Manager’s duties include:
• Executive assistance: Troubleshooting administrative needs for the larger Court Watch NOLA team or contacting technical support as needed.
• Reception: handling central calls, email, and postal 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.
• Office Space: working in coordination with the Executive Director to find, rent, and create an in person office for the larger team.
• 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 all meetings or trainings (outside of volunteer 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; 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; arranging health care and other benefits for the team, and assisting tax preparers and auditors as needed.
• Teamwork: troubleshooting malfunctions and reporting such malfunctions to the Executive Director, contributing 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.
• Grant Reporting and Development Assistance: prepare and write all specified grant reports for relevant fundraisers; coordinate with the Executive Director to prepare fundraising reports by providing relevant documents, collecting comprehensive fundraising lists; preparation of thank you notes for donations, fundraising events and other events that require correspondence to donors; database management.
• Coordinating Annual Fundraiser: working with the Development Consultant to coordinate the annual fundraiser including writing and printing all sponsor letters, taking part in all fundraiser coordinating meetings, printing all invitee name labels, and coordinating check-in at the fundraiser.
Desired qualifications include:
• Proven ability to work closely with senior management and troubleshoot any problems observed in the organization
• Professionalism and excellent communication skills
• 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;
• 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 by October 1, 2021.