Looking for a great office manager

Reports to: Executive Director
Salary: $22/hour
Position time: 18 to 22 hrs/wk
Benefits: none
Deadline for applications: Sept. 22, 2017

The Partnership Plan is the nonprofit education fund for Stillwater Area Public Schools. It funds the educational extras that are beyond the means of the district to provide. Staff includes an Executive Director, Office Manager and Events Manager, all of which are part time positions.

This position is responsible for management of grants to teachers, carrying out daily office operations, support for events, and database management.

The position will initially require preparing financial documents as a liaison to an outside bookkeeper. But the expectation is that monthly bookkeeping functions (with help and oversight from an outside firm) will eventually be done by the Office Manager using QuickBooks Online.

This position allows for a flexible weekly schedule.

Primary duties and responsibilities

  • Event and grant support (40%)
    • Generate supporting documents, as needed, for the grant selection committee.
    • Communicate with grant and scholarship recipients, as directed by executive director, about deadlines, reporting requirements and funding details.
    • Maintain accurate records pertaining to grants.
    • Provide support for special events such as Da Vinci Fest, the Partnership Party, Distinguished Alumni, and Partnership Awards, including mailings, database support, registration and on-site work on the day of the events.
  • Financial management (30%)
    • Prepare documents needed by independent-contractor bookkeeper and convey documents to bookkeeper in a timely fashion.
    • Prepare checks and deposits twice weekly or as needed.
    • File and maintain all financial, IRS and legal documents in a timely manner.
    • Gain familiarity with QuickBooks software to assist with bookkeeping needs
  • Office management (15%)
    • Oversee the efficient and effective day-to-day operation of the office that meets the expectations of staff and board.
    • Answer phones and assist office visitors.
    • Acquire and distribute daily mail and manage all office mailings.
    • Monitor and order office supplies.
    • Maintain, manage and organize official records, documents and assets of the organization. Work to improve office systems governing records, documents and assets.
    • Attend monthly board meetings, take minutes and assist Executive Director with board communications.
  • Database management (15%)
    • Be the expert user for the main donor database, Bloomerang. Maintain detailed donor records, and preserve and improve the accuracy of data.
    • Generate database lists, letters, envelopes, mailings and reports as needed.
    • Manipulate database to produce and distribute event/fundraising campaign reports and documents as needed.


  • Required Qualifications

    • Meticulous attention to detail and problem-solving skills.
    • Excellent time management skills and ability to prioritize work while addressing multiple tasks and projects.
    • Superior written and verbal communication skills.
    • Outstanding organizational skills and willingness to suggest improvements to office operational systems.
    • Proficiency with Microsoft Office, particularly Word and Excel.
    • Ability to work independently.
    • Willingness to flex hours up/down with the workload, particularly in the lead-up to the organization’s two main annual events.
    • Familiarity with Google document storage.

  • Desired Qualifications

    • Familiarity with QuickBooks Online.
    • Experience with tracking and analyzing data using spreadsheets and databases.
    • A passion for public education.
    • Ability to laugh and get along well with people.

Online application